ACTION ITEMS
Marcie agreed to be convener. Marcie will schedule next meeting.
All library staff members agreed to be members of the group.
Technical staff will join to answer questions as needed, or to request feedback on prioritization.
Agenda
- Introductions
- Initial meeting to determine process for the group
- If time, identify a few top priorities of issues the group will address
Notes
Setting the stage (by Simeon)
Recently moved Spotlight to the latest version. This allowed exhibits to grow bringing up questions about policy, copyright, and other questions. Had hoped to have one person from the library staff to serve as a partner working with IT staff. A person did not arise to serve in this role, which led to the formation of this group.
We currently have 2 faculty with a number of students who are creating and contributing to exhibits. This is initially approved in support of remote work. Looking for long term policy related to faculty and student participation.
This group is looking to set long term policies.
Questions:
- should there be a chair
- frequency of meetings
- policies
- Under what conditions should faculty and student exhibits be supported?
- Are there particular restrictions on library exhibits?
- Should there be a distinction between library and student exhibits in the UI?
- Should there be a time limit on how long exhibits will be supported?
- Where will documentation about copyright, FERPA, etc. be maintained?
Open Discussion
Eveline: RE: Where will documentation about copyright, FERPA, etc. be maintained? Mann has a structure for storing these documents in Box. It has worked well with Dr. Green so far. How to work with it for other groups?
Eileen: RMC hasn't used it yet. Want to get clarification on who do prospective curators reach out to?
Eveline: Moved Mann exhibits to Spotlight to get accessibility requirements met. Had requests from students, but not clear whether these should be supported?
Marcie: Are there other options to which we can point faculty and students?
Simeon: Omeka does exist, but not sure of long term support for this platform. Could do as google doc or CU Blog.
Craig: The exhibits he has created were virtual exhibits of physical exhibits. Not sure what other exhibits are digital only for others.
Darcy: This group will explore these kinds of questions and try to create answers.
Emily: Had questions about taking an old blog posts and moving it to Exhibits. There were concerns about being able to find an exhibit, especially if the number of exhibits grow.
Eveline: Not sure there are other options for faculty and students. Not sure if Omeka is ready to receive a lot of requests.
Simeon: Original motivation - wanted a single platform for exhibits to concentrate our resources on enhancing and maintaining a single platform. We don't have the resources to do this for a bunch of different platforms.
Craig: Is there an advantage for migrations to other systems to have the exhibit in Spotlight?
Lynette: There is a benefit to having the exhibits in a single platform as this creates a single point of migration.
Darcy: Previous migrations were one-off websites that had to be manually migrated.
Eveline: Would like to see accessibility addressed as soon as possible. Concerned that exhibits were moved to Spotlight to get accessibility addressed.
Lynette: There is an effort for addressing accessibility issues already underway.
Marcie: Likes the idea of having subgroups that address the policy related questions. Marcie is happy to be part of the subgroup.
Eveline: Also happy to be part of the subgroup.
Emily: How do users discover Exhibits? What is the difference between Digital Collections and Online Exhibitions?
Marcie: In addition, RMC are in yet another different space. How do users find them?
Craig: Has had some technical issues using Spotlight? Concerned about how much effort there would be to support students and faculty.
Lynette: There is some generalized documentation. There is a google doc put together by a student that addresses challenges and how to overcome them.
Next Steps
Simeon: Next steps - How will this group proceed?
Eveline: What is the mission of this group?
Simeon: Recommends policy for working with Spotlight and helps guide technical work.
Darcy: What IT staff needs is to know what this group needs. Be the first level of questions would go to this group. Help triage whether a question is a how to do something vs. a bug in the system. This would be for faculty and librarians who are new to the system.
Craig: It would be useful for non-technical staff to meet to understand policy, copyright, process, etc.
Darcy: Could someone serve as a convener rather than a chair?
Eveline: This sounds good. Someone needs to write up a draft of policies and then it will be passed around to determine if it is acceptable for all? Eveline would represent the
Marcie: is will to be the convener. Need to answer questions about how often will meet.
Simeon: Can bring in technical staff to ask questions at any time. Lynette may ask to be part of the meeting from time to time to get feedback.
Marcie: Question about whether are any known limitations on long term digital preservation?
Simeon: The key at this point is more on the side of cost of library staff, rather than servers and other technical concerns.
Eveline: How long will exhibits be supported? Seems the requirement is to have them be permanent. Getting requests for exhibits that are 10 years old. If it is not the case, would like to know about that sooner than later.
Simeon: Cannot guarantee forever.
Darcy: We do look for ways to migrate.
Lynette: "Forever" is not possible to promise because technology changes. We can't know what technology will be in 50, 100, 1000 years. We can migrate according to the technology of the age we are in.
Summary
See Action Items.
Attendees
- Simeon Warner
- Lynette Rayle
- Eveline Ferretti
- Marcie Farwell
- Eileen Keating
- Emily Zinger
- Craig Mains
- Darcy Branchini
Regrets: Steven Calco