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<p class="MsoNormal">Hello Everyone,<o:p></o:p></p>
<p>We <span style="color:black">wanted to follow up on some of the key topics we presented at the recent
<b>YUL staff forum on the PUI</b>. For anyone who was unable to attend, our approach to the forum was to make it as interactive as possible, by setting up tables representing the project workgroups, so they could show everyone the new interface, discuss what
changes are planned, show what work has been accomplished with usability and accessibility and data cleanup, and ask for your input on preparing staff training. It was great to see so many staff taking usability tests on the new PUI, and trying out the new
search interface. In a similar way that traditional university lectures are evolving to become more immersive and interactive, we aimed for a similar experience while showing you the ArchivesSpace PUI in its current state.
<o:p></o:p></span></p>
<p><span style="color:black"> We also spoke a bit about our project methods and process, because we believe how we work is as valuable as what we work on. How we work reflects our values, whether they are personal, professional, or community. Discussing our
process is also essential for organizational transparency. <o:p></o:p></span></p>
<p><span style="color:black"> As presented at the forum, Yale is <b>implementing a new search and discovery platform for archives and special collections for several key reasons including-</b><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">YFAD was released in 2011 and no significant changes have been made since then<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">YFAD is aging out technically, and is aging out in terms of user expectations for a search/discovery experience<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">There is no future development path for YFAD<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">Ongoing development and technical support is needed, and adopting the ArchivesSpace PUI provides a reliable and flexible option for this essential Yale resource
<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">The increasing need for comprehensive collection management workflows and systems integrations is not possible in a platform like YFAD. ArchivesSpace has a set of APIs that at least provide a
starting point for configuring and supporting these local requirements and expectations<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo1">We thought the more inspirational “why” was also worth mentioning, as we see what many of our peers already offer users exploring their special collections<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">To date we haven’t focused very much on the staff-side improvements the PUI will bring, but It is worth mentioning that the process for publishing/unpublishing finding aids will become more efficient and dynamic
than the current method of staging files for upload/deletion once a week. <o:p></o:p></span></p>
<p><span style="color:black"> In terms of the <b>project timeline</b>, at the January and February PUI Stakeholder meetings we went through an exercise to itemize what the requirements are for a soft-launch. We have indicated that there is still considerable
development work taking place for the PUI due to several considerations including-<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Local customizations are requiring additional development work<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">The volume of collections data at Yale<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">The number of services Yale needs to integrate with the PUI (e.g. not all PUI sites integrate patron requesting with it)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">We are relying on external developers only in multiple time zones<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Much of the development work we are asking for is not part of any contractual obligation with Yale<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">The PUI is a nascent product<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Delay from one of the vendors required course correction with another vendor<o:p></o:p></span></p>
<p><span style="color:black">Following the February PUI Stakeholder meeting, we worked on a modified
<b>plan to provide more resources for the development tasks,</b> while temporarily pausing the more traditional implementation tasks. With limited resources all work decisions reflect some level of trade-off, and the high volume of development work does require
more time to complete the implementation. The plan modifications were discussed and approved by all project leads and project sponsors. We have been operating within this framework for about 3-4 weeks. Since then we have accomplished the following-<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Help pages and draft text are in the development (DEV) instance of the PUI<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">A local instance of ArchivesSpace with the PUI has been created so that we can take the lead on customizing the PUI per the list of recommendations from the PUI Enhancements Workgroup and the PUI Usability
and Accessibility Workgroup-with some changes already pushed to the DEV instance<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">A finished set of Usability and Accessibility testing and a completed analysis (circulated to this list last week)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Two new data cleanup projects initiated in TEST to help with call number searching and digital objects in the PUI<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Approximately 1-2 weeks away from completing remaining work in the Subjects & Agents project (parallel project, but required for the PUI implementation)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Drafted a plan to implement a User Feedback mechanism in the PUI using local Drupal forms <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level1 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Several Yale desired interface changes are now in the ArchivesSpace core code (easier to support/sustain than custom plugins, but committing to core code takes time) including-
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:2.0in;text-indent:-.25in;mso-list:l3 level2 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Removal of “Unprocessed Materials” from the PUI navigation bar<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:2.0in;text-indent:-.25in;mso-list:l3 level2 lfo3">
<![if !supportLists]><span style="font-size:10.0pt;font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Repository specific display of “Unprocessed Materials” (currently Beinecke only)<o:p></o:p></span></p>
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<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Resolution of VPN access issues for a vendor, who now has delivered the first version of a customized request plugin for facilitation between the PUI and Aeon<o:p></o:p></span></p>
<p><span style="color:black">We continue to hold <b>monthly stakeholder meetings</b> open to any/all, and the upcoming schedule is as follows:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo4">Tuesday <b>April 10</b>, 2-3:30pm, Bass Classroom L01<o:p></o:p></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo4">Tuesday <b>May 8</b>, 2-3:30pm, Bass Classroom L01<o:p></o:p></li></ul>
<p><span style="color:black">Check out the <b>development instance of the PUI</b> at:
<a href="http://puidevarchivesspace.library.yale.edu">http://puidevarchivesspace.library.yale.edu</a> This is where interface changes will be made for additional testing and review. It is possible to
<b>do a before-and-after by looking at our TEST</b> <b>instance of the PUI</b>, which will remain for now in more of the default state for this purpose-
<a href="http://puitestarchivesspace.library.yale.edu">http://puitestarchivesspace.library.yale.edu</a>
<o:p></o:p></span></p>
<p><span style="color:black">We also have a <b>Slack channel to communicate more informally about the project</b>. Anyone with a yale.edu email address is able to join. This tool allows stakeholders to stay up to date at any interval they prefer. Slack will
not flood your work Inbox with emails or notifications, and no software needs to be downloaded to your computer. Whenever you want, just log into <a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__yulaspacepui.slack.com_&d=DwMFAg&c=cjytLXgP8ixuoHflwc-poQ&r=nTeyk-U4CZBqtEsuDPTxMJ5Ukixi2letL2sC1p3IUMQ&m=TBhcuEm0LBVmIvwKZq_XgoMbg9T6aEV5FArPY_AWdrQ&s=1aqLfTu_M9ZqECMr5ZCKS0uPheYt4lGxvRNMKKzy89o&e=">https://yulaspacepui.slack.com</a> with your Yale email and the password
you created. Or if you have yet to join, go to <a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__yulaspacepui.slack.com_signup&d=DwMFAg&c=cjytLXgP8ixuoHflwc-poQ&r=nTeyk-U4CZBqtEsuDPTxMJ5Ukixi2letL2sC1p3IUMQ&m=TBhcuEm0LBVmIvwKZq_XgoMbg9T6aEV5FArPY_AWdrQ&s=Yq6x1YrBDgAL95YzWSiMwmL6zfHCzZMrr6eA4cq2k0Q&e=">https://yulaspacepui.slack.com/signup</a>. We have added a Slack channel in the Yale ArchivesSpace PUI channel called <b>#pui-ask-a-question. </b>We encourage you
to use this to ask questions about the PUI, and an answer will be provided by a member of the project team.<o:p></o:p></span></p>
<p><span style="color:black">Questions could also be shared with anyone on the project team. Look for our “Ask Me About the New PUI for Archives and Special Collections” lanyards! <o:p></o:p></span></p>
<p><span style="color:black">We also recently contacted each repository in ArchivesSpace to offer pre-Soft-launch site visits, to ensure everyone is aware of the upcoming changes the PUI will bring in terms of search, presentation of finding aid data, patron
requesting, and related staff workflows. <o:p></o:p></span></p>
<p><span style="color:black">Thank you on behalf of all the project members for your continued support and consideration,<o:p></o:p></span></p>
<p><span style="color:black"> Melissa<o:p></o:p></span></p>
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