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ATTENDING: Wendy, Oliver, Jon, Darren, Dan, Jeremy, Flavio

Sep 05, 2024 09:56 AM Eastern Time (US and Canada) ID: 596 245 942
Quick recap
The team discussed the potential transfer of the ddialliance.org domain to their management, with a focus on setting up the same records in the current zone and then asking the current registrar to switch the name servers. They also discussed the coordination and management of legal and administrative tasks related to the UKDA project, with a focus on identifying roles and responsibilities for content management. Lastly, they discussed the need for a detailed report on the size of the content moved from the old site to HubSpot, the creation of a high-level document for codebook, and the progress and future plans for the DDI-Lifecycle version 4.

Next steps
Wendy to send a note to Jared about coordinating a call with Darren, Dan, and the appropriate ICPSR team members regarding the DNS transfer of http://ddialliance.org .

Wendy to follow up with Jared about the legal/management paperwork for the website and base configuration responsibilities.

Dan to submit a pull request with a first pass of marking ordered properties in DDI Lifecycle version 4 by the end of the month, in preparation for Beta 2 release.

Summary
DDI Alliance Domain Transfer Discussion

Wendy, Darren, and Dan discussed the potential of transferring the http://ddialliance.org domain to their management. They considered the pros and cons of this move, with the ICPSR team being in favor of the whole domain transfer. Darren suggested that the process should be straightforward, but they would need to set up the same records in the current zone and then ask the current registrar to switch the name servers. Dan proposed the possibility of transferring the resources to their account or setting it up to replicate it. Wendy agreed to set up a call with the right person in the DevOps or network team, including Darren and Dan, to further discuss the process.

UKDA Project Legal and Administrative Coordination

Wendy, Jon, and Darren discussed the coordination and management of legal and administrative tasks related to the UKDA project. They clarified the roles of named individuals in managing the AWS/HubSpot platform, with two individuals each for content and administration. They also discussed the need for clear roles and responsibilities, particularly for content management, and the potential for an oversight archivist role. The team agreed to identify these roles and individuals, with Darren offering to be an admin contact until the project goes live. Wendy suggested that they need to flesh out the roles and responsibilities further and identify the necessary people for the setup and ongoing management of the project.

Project Updates, Reports, and Expense Reimbursements

Wendy discussed the need to follow up with Jared regarding the legal aspects of a project and mentioned that she would be sending a note to Jared on this later in the day. She also mentioned the meeting report from the Technical Committee F2F and asked for feedback on the current draft. Jon suggested that the report from the face-to-face meeting was excellent and had no comments. Wendy also mentioned the need to fit the report into Jared's framework and asked for input on her list for the overall report. She also reminded the team about the 45-day deadline for expense reimbursement requests. The team discussed a form from Hilda that seemed to be mixing up two different things - the funding report for Jared and the annual or 6 monthly report from the working groups. It was decided that Wendy should send the report to Hilda and the financial report to Jared.

HubSpot Content Transition and Policy Discussion

Wendy expressed a need for a detailed report on the size of the content moved from the old site to HubSpot, including the number of pages and gigabytes of data. She also emphasized the importance of having a clear policy on what content should be archived and what should be retained as pages or moved to PDFs. Wendy suggested that a timeline for the transition should be established, with a goal of completing the move by EDDI with a hard deadline of December 31st. She also highlighted the need for communication with the DDI community about the changes and the expected timeline. Oliver agreed to work on a proposal for the transition of news elements from the old site to HubSpot.

Creating a High-Level DDI-Codebook Best Practices Document

Wendy discussed the need for a high-level document for codebook, which would contain best practices and information on the use of identifiers and controlled vocabularies, etc. She questioned whether this document should be part of the codebook package or a standalone best practices document. Dan suggested it should be a standalone document, as the usage document should not be tied to a specific version of codebook, given its backwards compatibility. Wendy agreed, noting that this would provide more flexibility in the document's tone and content.

DDI-Lifecycle Version 4 Progress and Future Plans

Wendy, Dan, and Flavio discussed the progress and future plans for the DDI-Lifecycle version 4.0 BETA2. Dan suggested a first pass at marking properties as ordered before setting out a BETA2 for review. Wendy agreed to this and mentioned a preliminary list from a previous issue. Dan proposed to submit a pull request with his first pass of ordered elements and asked for feedback from those interested in the RDF version. The team aimed to have the BETA2 version out by the end of the month (September). Flavio was tasked with reviewing the draft report for the scientific board meeting, which Wendy will send in by Monday. The funding report will be completed and sent to Jared. The team also discussed the roadmap for the next 12 to 18 months. This will be on next weeks agenda.