<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:Wingdings;
panose-1:5 0 0 0 0 0 0 0 0 0;}
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:#0563C1;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:#954F72;
text-decoration:underline;}
p.MsoListParagraph, li.MsoListParagraph, div.MsoListParagraph
{mso-style-priority:34;
margin-top:0in;
margin-right:0in;
margin-bottom:0in;
margin-left:.5in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
span.EmailStyle18
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:windowtext;}
span.EmailStyle19
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:#1F497D;}
span.EmailStyle20
{mso-style-type:personal-reply;
font-family:"Calibri",sans-serif;
color:#1F497D;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
/* List Definitions */
@list l0
{mso-list-id:404765051;
mso-list-type:hybrid;
mso-list-template-ids:-1415383638 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l0:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l0:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l0:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l0:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l0:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l0:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l0:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l0:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l0:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1
{mso-list-id:583420481;
mso-list-type:hybrid;
mso-list-template-ids:-1056385526 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l1:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l1:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l1:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l1:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l2
{mso-list-id:892694487;
mso-list-type:hybrid;
mso-list-template-ids:-757199722 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l2:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l2:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l2:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l2:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l2:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l2:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l2:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l2:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l2:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l3
{mso-list-id:1365130030;
mso-list-type:hybrid;
mso-list-template-ids:-599088478 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l3:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l3:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l3:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l3:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l3:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l3:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l3:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l3:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l3:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l4
{mso-list-id:1918902172;
mso-list-type:hybrid;
mso-list-template-ids:-1090062318 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l4:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l4:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l4:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l4:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l4:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l4:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l4:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l4:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l4:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l5
{mso-list-id:2074965630;
mso-list-type:hybrid;
mso-list-template-ids:7893764 67698689 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l5:level1
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l5:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l5:level3
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l5:level4
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l5:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l5:level6
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l5:level7
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l5:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l5:level9
{mso-level-number-format:bullet;
mso-level-text:\F0A7;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
ol
{margin-bottom:0in;}
ul
{margin-bottom:0in;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal"><span style="color:#1F497D">Hello Everyone,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Well it has been 2 business weeks since the last partial reindex on production ASpace with the disk space modifications put in place. Today I am more confident than Dan Rather on an election night that the indexing
issues have been resolved. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I have confirmed with Library IT that we have no empty data files, logging of data has not stopped, and talking with ASpace users confirms positive index results. Storage space on the server has been reconfigured
so solr backups are not occupying so much space where the main application runs. I’ve just looked through a week’s worth of disk monitoring and while we have still hit percentages in the mid-90s, there has been much more free space for the application to continue
writing/indexing.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I will talk this evening with HM to get an ETA on the remaining 1.3 plugin work. This is a critical next step to kickoff local upgrades to ASpace test and prod, and start the hosting evaluation with Lyrasis.
As a reminder Dev ASpace is already at version 1.3. Early this week Library IT also updated test ASpace from production as a preparatory step for the upgrade to 1.3, and to provide an up to date training instance for staff. I will be keeping you informed of
the local instance upgrade work over the next week or two. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Work on the Lyrasis hosting evaluation continues in full force. I completed a review of new terms this afternoon with their Director, John Herbert. Everything is lining up for a great start to the evaluation.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I’m available for any questions or feedback on these activities.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thank you,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Melissa Wisner<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Library IT<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Wisner, Melissa <br>
<b>Sent:</b> Tuesday, October 06, 2015 4:51 PM<br>
<b>To:</b> 'yulaspace@mailman.yale.edu'<br>
<b>Cc:</b> libraryit@yale.edu<br>
<b>Subject:</b> Update on ArchivesSpace <o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hello,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">There are several important updates to share with colleagues regarding ArchivesSpace work.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D">Library IT Index Work on Prod ASpace<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l4 level1 lfo2"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Last Wednesday 9/30, a partial reindex was conducted on production ASpace. This happened several times over the past 3 months, however, this time Library IT adjusted a configuration to temporarily disable
solr backups. This was to test the theory that indexing and logging failed due to lack of disk space during routine backups. Additionally, a script written by Hudson Molonglo was put in production to capture minute by minute disk capacity. This captured space
fluctuations, and the details of disk usage over several days.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l4 level1 lfo2"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Prior to disabling backups, production ASpace regularly reached 100% capacity, leaving as little free space as 12MB. Following the change last week, indexing has remained up to date, the application
continues logging, and we have not fallen below 12GB of free space. We want to continue checking with ASpace users to confirm a sustained improvement. While the early news is promising, I’d like another solid week of logging before I cross this off our list.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l4 level1 lfo2"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">To assuage any concerns regarding suspending backups, I will tell you that if anything catastrophic happens, we can rebuild off the last copy very quickly. ASpace is designed to work that way. This
is also not permanent practice. We will work on several recommendations in the coming weeks.<o:p></o:p></span></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D"><o:p><span style="text-decoration:none"> </span></o:p></span></u></b></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D">Hudson Molonglo Work<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo4"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">HM is completing their analysis of the ongoing index issues with production ASpace. They posit the root cause is a shortage of disk capacity during routine solr index backups. They provided a set of
recommendations to facilitate ongoing backups, storage of backups, and disk monitoring. We are pleased the solution is low-cost and straight forward in terms of system support. Library IT is working on implementing these recommendations in the current production
instance (as a reminder hydratest is a temporary home for production ASpace). We will ensure these standards are configured in the permanent location of ASpace, whether new local hardware is used, or if a decision is made to host in the cloud with Lyrasis.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo4"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">As noted earlier, the initial results are promising, but my preference is to pop the cork a week or two later.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo4"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">With the indexing analysis wrapping up, HM is now able to begin work on plugin updates for the 1.3 release of ASpace. Our new estimate for this work is the end of next week (10/16).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D">Upgrading to 1.3 release<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Last week Library IT started the process of upgrading the “dev” instance of ASpace to release 1.3. This included a refresh of the database and index from production, and enabling all the plugins already
compliant with 1.3. We are waiting for the additional plugins from HM, and as mentioned, we hope this is sometime next week.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">This work is a critical task to start the hosting evaluation project with Lyrasis. A prerequisite is a common code version of ASpace and compliant plugins.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Once all plugins are delivered, Library IT plans to upgrade the local test and production instances. Staff can benefit from the improvements the release will bring prior to the final decision regarding
permanent location of ASpace. This is an important step to provide good customer service, even if in a temporary configuration.<o:p></o:p></span></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D"><o:p><span style="text-decoration:none"> </span></o:p></span></u></b></p>
<p class="MsoNormal"><b><u><span style="color:#1F497D">Hosted ArchivesSpace Evaluation<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo4"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">This afternoon there was another conference call with Yale Library and Lyrasis. We are anticipating a final Statement of Work from Lyrasis by the end of next week, detailing the scope of the hosting
evaluation. The project will run during the next two months, and will involve Library IT, Archivists, Lyrasis, Yale’s Procurement staff, Yale’s Information Security department, and University ITS.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo4"><![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Timeframes and commitments have been reviewed with all participants and we will be sharing regular updates on our progress.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please let me know if you have any questions, comments, or considerations.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Sincerely,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Melissa Wisner<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Yale Library IT<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Wisner, Melissa <br>
<b>Sent:</b> Wednesday, September 23, 2015 1:15 PM<br>
<b>To:</b> 'yulaspace@mailman.yale.edu'<br>
<b>Cc:</b> <a href="mailto:libraryit@yale.edu">libraryit@yale.edu</a><br>
<b>Subject:</b> Update on ArchivesSpace <o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello Everyone,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">There are several updates to share on ArchivesSpace efforts.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Hosted ArchivesSpace Evaluation<o:p></o:p></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l5 level1 lfo8"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Ray, Maureen and I participated in a discussion with Lyrasis last week about the proposed project to evaluate their hosting service for ASpace. We are outlining a project proposal and timeline. Ideally the evaluation period will
begin October 1, and it will involve testing several environment configurations that may meet or exceed the current production hardware at YUL.<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l5 level1 lfo8"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>We also talked to the University of Tennessee at Chattanooga and the University of Southern California about their experience as hosted AS customers. Both sites are small in comparison to YUL, but the calls were helpful steps
in gathering data about this service and whether it will work for YUL. USC does have a custom plugin for Aeon in use with ASpace and indicated Lyrasis has continued to maintain it in the hosted environment. This area is of particular importance to YUL due
to our many customized plugins. <o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l5 level1 lfo8"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>We are also discussing terms and conditions we would need in documents such as a Service Level Agreement, and written policies on data security and data retention.
<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l5 level1 lfo8"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]> A critical stipulation I would like to negotiate is for Lyrasis to support YUL at least one core release earlier than their current general release (e.g. support us on 1.3 even if 1.4 is the general release). Typically in a hosted
arrangement, Lyrasis alerts customers 2 weeks prior to a planned upgrade in production. I want YUL to have more management of that activity. This will allow YUL flexibility in scheduling upgrades to ASpace, and will provide additional time if needed to modify
plugins.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>HM Development<o:p></o:p></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo10"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>HM is working on analysis of our production ASpace indexing issues. Work is taking place during North American evenings, due to the time difference with Australia. This is an effort to hold more real time conversations during
the troubleshooting period. <o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo10"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Approval has been received for HM to update Yale plugins for compliance with version 1.3 of ArchivesSpace. HM will begin this work, estimated at 30 hours, once the indexing analysis is complete.<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo10"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>We are hoping both the index analysis and plugin work completes by the end of next week, so those changes can be promoted to production ASpace.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Preparing for ASpace ver 1.3<o:p></o:p></u></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo12"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Work is starting in Library IT to prepare the development instance of ASpace for upgrading to 1.3<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo12"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>This is a critical step to support the two previously mentioned updates. Readying a local instance for 1.3 gives us a head start for testing the plugins when they are delivered by HM. It also is a requirement for starting the
Lyrasis hosting evaluation. Lyrasis needs our database to be a core code release and confirmation that all plugins are compliant with 1.3, before they bring it into a hosted environment.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">An important point of negotiation, both philosophical and practical (my favorite kind!), is that ASpace is an open source product. Any development therefore begins with customization. Lyrasis states they need to host customers with a core
code release. I understand why from a support pov, however reality is ASpace is meant to be customized. We did hear from USC that Lyrasis has supported the custom Aeon plugin they use with ASpace, but YUL has more than one. Even if we never added others, we
will always be in a state of customization, modifying the current set as required to maintain compliance with ASpace core code changes. As we evaluate the hosting service, we need to have an open conversation with Lyrasis about the ongoing needs of a site
the size of YUL, our commitment to support the development of ASpace as a modern collection management system, and what we would expect in compromise or exchange.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please let us know if you have any questions about these areas of work, or other aspects of ArchivesSpace performance efforts.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Melissa Wisner<o:p></o:p></p>
<p class="MsoNormal">Library IT<o:p></o:p></p>
</div>
</body>
</html>