2021-10-29 Meeting notes

Item

Desired Outcome

Time

Who

Notes

Actions

Announcements

Share short pieces of need-to-know information

5 min

All

• Kevin mentioned last time that SRLF still saw some records with extra OCLC numbers even after the UCLA cleanup. Ryan ran a new analytics report using a different technique in the UCSD IZ and found a bunch more. See https://docs.google.com/spreadsheets/d/1NxCkfuKMBLguPF-6rC-UQjApTztEw5CdHTeHYmbl55w/edit?usp=sharing He cleaned up what he could but there are some where campuses will need to check their inventory to see if it’s a correct match. We also probably want to get a new NZ report to see if there are even more of them.

Post-mortem Discussion

Prepare post-mortem document for group

All

https://docs.google.com/document/d/1sslKBDh91uDEbF-J84hd8Rb8D66z22vH8s3TWWBM-a8/edit#heading=h.it6j0qr6d7kl

Handoff Work

Begin Work Handoff preparation

Part 2. Work

Summarize and prioritize your group’s work in progress or not yet started in the Work Handoff sheet. Prompt: What would make it easy for a new team to come in and know where you left off?

• Include links to any additional reference documents. 

• Include any work that was deemed not appropriate/worth pursuing at the time, so no work is lost and future groups understand the reasoning.

• If your group has high priority work that needs to be done in January, flag it: list it as high in Priority, indicate January as the Timing, and provide details as needed in the Notes column.

Part 3. Documentation cleanup

Manage your group’s documentation using the guidelines below. Anything specific we need to know? Comment here. 

In SILS Phase 4 Cohort Google shared drive and UC SILS Confluence:

• Delete unneeded documents and pages such as duplicates, draft copies, and “clutter” (no longer useful)

• Rename and reorganize documents for findability as needed

• In SILS Phase 4 Cohort shared drive, move anything for future SILS governance to your group’s “Move [group abbreviation] to UCLAS SILS” folder (e.g., active documents in progress, key reference documents, etc.). PMs will place this folder in your group’s top Google shared drive folder

• For recordings, the intention was to let them expire after 120 days. Any recordings that would be essential for ongoing SILS or to your local team, download them.

• Leave everything else in place for archiving

Note: Phase 4 groups will have access to project collaboration tools (Confluence, Slack, Google shared drive, listservs) through December 23, 2021. 

For part 2, Everyone will look at the Phase 4 Data Cleanup Spreadsheet, identify tasks their campus still hasn’t completed, evaluate the priority, and determine if it is needed follow through in the next phase. For tasks that are considered crucial, record it on the Work Handoff document. Use the “Note & links to reference documents” to record any additional information that doesn’t fit other columns. This should be done by November 12. Please email or Slack Catherine/TJ if you have any questions.

For part 3, we will need three volunteers to work with Catherine and TJ to organize the files in our group Google Drive folder.