2019-09-25 DSpace Leadership Group Meeting

Attendees

• Pascal-Nicolas Becker (The Library Code) 

• Allan Bell (University of British Columbia Library) 

• John Butler (University of Minnesota)

• Suzanne Chase (Georgetown University)

• Lieven Droogmans (Atmire)

• Federico Ferrario / Roberto Suardi (Cineca)

• Scott Hanrath (University of Kansas) 

• Barbara Hirschmann (ETH Zurich) 

• Jyrki Ilva (National Library of Finland) - (Interim Chair)

• Pierre Lasou (Université Laval)

• Mariya Maistrovskaya (University of Toronto)

• Agustina Martinez Garcia (University of Cambridge)

• Joao Mendes Moreira (Foundation of Science and Technology Portugal)

• Susanna Mornati (4Science)

• César Olivares (CONCYTEC)

• Jere Odell (Indiana University Purdue University Indiana)

• Kristi Park (Texas Digital Library)

• Beate Rajski (Hamburg University of Technology)  Vacation
  
• Gail Steinhart (Cornell University)

• Maureen Walsh (The Ohio State University Libraries)

LYRASIS

• Laurie Arp
• Michele Mennielli
• Robert Miller
• Tim Donohue
• Heather Greer Klein

The  represents who will be taking notes for a given meeting. It rotates after each meeting to the next person in the attendee list.

Meeting time:  12AM-1PM GMT-4

Join from PC, Mac, Linux, iOS or Android: https://lyrasis.zoom.us/j/9963190968  (Meeting ID: 996 319 0968)

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Meeting ID: 996 319 0968
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Agenda

NOTES:

Update from Lyrasis

Update from Laurie Arp (in Erin's role during her leave) and Robert Miller. The main change after the merger is that ArchiveSpace and CollectionSpace are now in the same division as the DuraSpace programs. The retreat showed that all programs experience the same issues and have things they can share with each other, such as their approach towards accessibility, estimating development timelines, etc. Lyrasis is also starting with the It Takes A Village approach to evaluate sustainability strategies for DSpace. Sustainability encompasses more than just the financial component - an open discussion about governance, technology, resources, and community engagement is important and will be part of this process.

John: How is the SG and LG engagement can help in this process? There is already a sustainability group looking at the plan going ahead.

Robert: They could start by identifying 2-3 mission critical opportunities needed for survival and how those be shared with the organization. Obviously important ones are DSpace 7 and how to show members that it's moving forward. Another one is resource planning.

Laurie: If there is a sustainability group already established, it will make sense for it to proceed with this work. Plus Lyrasis has a membership taskforce that will be looking at how membership can be improved in the following year after the merger.

Website updates: Lyrasis will try to ensure the existing duraspace.org website is updated & accurate, including for institutions to check whether they have paid their membership dues and whether it has been received, etc. It will be preferable to have it under the Lyrasis brand to facilitate easy discovery. Laurie will follow up on which channel of communication to use while the website is being updated, and with the timeline for the website update. 

DSpace budget and resources

Update from Laurie Arp. Duraspace & Lyrasis handle fiscal things differently: Duraspace was on a calendar year, Lyrasis fiscal year starts July 1. Leadership will receive quarterly fin updates. The balance sheet from June 30, 2019 is the snapshot of the previous fiscal year, before the merge. Deferred revenue is membership recognized throughout the year.

The DSpace budget for 2019-2020 is now available in the Lyrasis format. It reflects transitioning the previous balance, including the differences in which DuraSpace and Lyrasis itemize things (e.g. staff time and benefits were combined into one - they are now separated). The new budget includes updated projections for the year. Given the revenue projections and the costs, this fiscal year should see about $30,000 profit for DSpace.

Jyrki: Would it be possible to collect additional funding on one-time basis to speed up the development of the platform? Will this be something that Lyrasis and/or the community will support?

Lieven: We don't have specific problems finishing up DSpace 7. It is currently driven by 2 service providers (Atmire and 4Science). Additional funding would help speed things up but would not be to fix any problems. Extra funding could be used to attract external developers. A number of features could be listed for institutions to volunteer to contribute towards the development of that specific feature. It is important to note that onboarding new developers requires mentoring that would take away from dev work - so the improvement would not be felt in the short term.

Jyrki: Further discussion of a concrete plan should be had within SG. 

Lieven: The soonest we will be able address this is after the current Estimation Process.

DSpace 7 communication

Update from the DSpace 7 Marketing Group (Heather Greer Klein & Susanna Mornati). The community is expecting dates for the beta release. The group proposes to make it clear that as an OS community, we can't commit to a specific date. Instead we are focusing on quality and development efforts. The emphasis will be on a positive message. More accurate information will be available after the Estimation Process is completed. In the meantime institutions can be encouraged to go ahead with DSpace 6. The LG agreed that the Marketing WG can move forward with their plans.

Report from the North American DSpace meeting

Update from John Butler. The 2019 North American DSpace User Group Meeting was held in Minneapolis on September 23 & 24. Had 50 attendees from the US, Canada, Belgium, Italy. The workshops were a recap of the OR2019 workshops in Hamburg, plus lightning talks, discussions and presentations. Workshops from day 1 were recorded and will be available on the Wiki.

Next LG chair

We are looking for a person who would be interested in chairing the Leadership Group.

Mic: As with last year, it may be preferable for the SG and LG leaders to represent different regions.