First meeting: Thursday June 18, 2015
In attendance: Kelly, Pat, Gabriela
Agenda
1. Review feedback from last year
- instead of poster session, have "demo" session
- instead of having two streams (1 with a tech focus), have some sessions that could break out?
- poll people > do people want the management side only or also the tech? Need to have mid-level tech to include both sides.
- "it would be useful to have some pre-Summit homework or a testbed/sandbox to play in with all the software. "
- might be hard to coordinate
- could be helpful for assessing where people are
- consider when we have presenters interested
- framing sessions around sustainability?
2. Discuss the logistics of holding an in-person summit is possible without funding
- Gabriela Mircea will speak to her manager about committing meeting space and in kind support for food
- Looking at October date - Kelli Babcock to send out poll once Gabriela hears confirmation
- Kelli Babcock to send poll about summit theme:
- Sessions on sustainability and ongoing management of digital curation
- Sessions on increasing digital curation collaboration between institutions
- Workshops on practical skills in platforms
- Islandora
- Omeka
- DSpace
- Archivematica
- Fedora
- Sessions on "Failing Better: Lessons learned"
- Other topics (write in)
3. Come up with a plan :)
Gabriela Mircea to put together a plan (from last year: 2014 Event Planning)
Second Meeting: Thursday July 16
Agenda
- Keynote
- Patricia Moore to investigate if the Privacy Commissioner of Long Term Preservation would be interested in being our keynote - present on how they have "failed better"
- Save the date and call for proposals
- Poll results:
Thursday, October 15th - 9.1%
Friday, October 16th - 36.4%
Both of these dates work for me - 54.4%
Neither of these dates work for me - 0%
- Kelli Babcock to send out save the date for Friday, October 16th from 10 a.m. to 5 p.m.
- We will investigate keynote and demo reps before sending out a call for proposals
- Poll results:
- Summit theme and structure
- "Failing Better / Lessons Learned" won the poll
- Decided to structure the day as having presentations in the morning and 2 concurrent demo/workshops in the afternoon - demos could focus on the "failings" of the systems and how these were improved
- Demos not to be surface level! Presenters to assume their audience knows the platforms
- Highest votes for Archivematica, Omeka, Islandora, and Fedora - 90 minutes each = 2 concurrent demos in the afternoon (4 in total)
- Gabriela Mircea will contact reps for Archivematica and Omeka
- Kelli Babcock will contact reps for Discovery Garden and Fedora
- DGI can send a rep - contact is Erin Tripp, erin@discoverygarden.ca
- Fedora cannot (could do webcast, though)
- Decided to structure the day as having presentations in the morning and 2 concurrent demo/workshops in the afternoon - demos could focus on the "failings" of the systems and how these were improved
- "Failing Better / Lessons Learned" won the poll
Third Meeting: Friday July 24 from 3:00-4:00
Agenda
- Keynote - Pat to keep investigating
- Demos
- Sent out emails to service providers
- Questions re: presenting remotely? Decided this is not a good idea.
- We will wait to hear back from those who might be able to attend in person.
- DGI can send a rep - contact is Erin Tripp, erin@discoverygarden.ca
- Call for proposals
- Gabriela Mircea will send out by mid-August
- Deadline = September 14th
- We'll review Sept. 14th - 18th
- Let people know if they're accepted by Sept. 18th
- Look at Eventbrite for registration - https://www.eventbrite.ca/
- We will do registration through Eventbrite. Gabriela Mircea will set up around August 12th.
- Summit page
- Kelli Babcock will create this by August 12th (ish )
Fourth Meeting: Friday August 14
Agenda
- Keynote ideas
- Pat spoke with Ontario Privacy Commissioner, they will let her know by end of next week. Timeslot flexible.
- We will wait and see if we can get the Ontario Privacy Commissioner before investigating other options.
- Demos
- Erin Tripp confirmed that someone from DGI for Islandora can come
- Gabriela waiting for Archivematica confirmation
- Kelli Babcock will email Leanne about coming to talk about Dataverse/Archivematica integration
- Also talked about having someone at CISTI (federal science library) - joint session with Leanne?
- Patricia Moore will get in touch with them
- Review call for proposals
- Gabriela will send this out tomorrow, Wednesday, August 19
- Review Eventbrite
- Review Summit page
- Logistics
- Catering
- to be confirmed 10 days before the event, this means registration has to close on Oct 6
- Room set up
- Name badges
- Kelli can organize these and bring to event
- Registration desk
- Other logistics?
- Catering
Fifth Meeting: Monday August 31
- Keynote
- Privacy Commissioner Office not sure they have enough relevant content for the event
- We will try to get someone from research office? Tri-councils?
- Agreed tri-councils would be best; Pat will get in touch with her research office to see if they have a lead for someone we could invite
- Patricia Moore to continue investigating
- Kelli Babcock to ask Steve Marks if he has any ideas
- Gabriela Mircea to ask McMaster Research Office
- Demos - tentative schedule:
Schedule 1 (tentative)
titlespeakertimeRegistration 9:30-10 Keynote 10-10:30 session 1 10:30 - 11
break 11-11:30 session 2 11:30-12 session 3 Leanne Trimble, Scholars Portal (Dataverse) 12-12:30
lunch 12:30-1:30 vendor 1 Danny Lamb, Discovery Garden (Islandora) 1:30-3 break 3-3:30 vendor 2 Artefactual Systems (Archivematica) 3:30-5
- Presentation proposals
- Kelli Babcock to send reminder to list + announcement that registration is open
- Gabriela Mircea will talk to OLRC group to see if someone wants to present on status (John? Nick? Dale? Amaz?)
- If no proposals, we'll put together a panel on digital curation lessons learned
- Review Eventbrite to go live September 1
- Review Summit page
- Review tentative schedule
- Logistics - not yet