Date

Attendees

Goals

  • resync expectations about initial collections to be migrated (previous conversation was in Oct 2023 prior to censhare contract approval in Feb 2024)

Discussion items

ItemWhoNotes

Which collection(s)?

DPG

Avalon

Communications

Ellen
  • DPG is the most complex case, strong motivation to do it first since it should be inclusive of other types of content.
  • Migration of future repositories/content would require licensing of Avyre's migration tool to ULib for us to independently migrate collections. would want to compare cost of Avyre migrating v. ULib using Avyre's licensed tool to migrate. 
Structure of phasesEllen/Ken

Phase 1:

1a. Activation/implementation of censhare

1b. Migration of initial content

Formal QA and approvals of metadata migrated/high-end user acceptance testingKen

Would UVA write our own test cases for approval of completed work? Yes. We have SMEs who would approve migrated content.

Different types of admins and users?Ken
  1. Super Admin: DAM Administrator
  2. Admin: Repository/collection owner
  3. Users: could be segmented by level of access (UVA library patrons v public)
Where does content and metadata live?Ken

Master assets live in censhare and delivered via Virgo. Metadata lives in censhare on the asset, too.

If master asset (e.g. TIFF) lives in censhare, where does derivative that is delivered via Virgo get generated? TBD by stakeholders on DAMI Project Team.

  • Migration process options
    • connect directly to the repository for export and ingest into censhare
    • stand up an intake process/folder for users to drop in assets
    • bulk upload via AWS Snowball appliance; used for extremely large migrations which IT doesn't want to move over the network. 
    • other options are available depending on various factors our migration specialist input during discovery & solutioning
    • Would Avyre need to work on UVA laptops for security reasons or access to repositories?  
  • Resources
    • Who is leading the migration from UVA and interface with Avyre team? 
    • Who are the content experts to provide input? 
    • Who from IT will be a point of contact for access to repositories? 
      • Length and process to gain access to repository? 
    • What availability do resources have to support the migration? 
  • Total number of assets in the repository
  • File types
  • Average file size
  • Largest file size
  • Type of repository: server, shared drive, 3rd party application, etc. 
  • Move all versions? Latest version? or last 3/5/10 versions?
    • Do we need to archive any versions if not migrated? for historical purposes or audits
  • Any relationships we need to maintain or be aware of?
    • InDesign package
    • Sidecar metadata
    • Parent/child, Legal, Curation document, etc.
    • Linked to another system e.g. website, Learning Management, Collections Management, portal, intranet, etc.
  • Data
    • If metadata exists, how many and what types of fields? 
    • If data is structured within file name, would we need to parse this data when pulling into fields in DAM? If so please explain and provide examples
    • What is the state of metadata and does it need to be sanitized/curated further? If so, please explain.  We assume this would be handled by UVA. 
  • Duplication control
    • Do we delete any identified duplicates or embargo them in a location until a later date? 
    • If duplicates are stored for a later date, do we keep them in the current repository or move them into a different one? e.g. cold storage
    • Who will review these files?
  • Historical/archive
    • How are these currently identified? by date, file name, folder location, any metadata, etc. 
    • Are these handled differently than other assets?  if so, please explain
    • Will they be stored in censhare or a different system when identified? 
  • Rights
    • Does UVA own all rights/use of the assets and metadata? If not, please explain. ex. Stock photography, Agency, contract photographer/videographer, donated, etc. 
    • If Rights management does exist, please describe how this is managed today 
  • Network
    • What is the speed of the UVA network pipe out? 
    • Can we run migration during school or peak hours or should it be off peak hours?
    • Any current known network limitations we should be aware of? 
    • Any network security protocols we need to adhere to which may impact connectivity or running migration?  

This should be a good starting point.  We can easily refine what makes sense for UVA on cost, duration, and resource commitment. 


Action items

  • Ken will generate additional questions for Ellen & Stakeholders by  
  • Ellen Ramsey will share Ken's questions at Project Team kickoff on . 
  • Ellen Ramsey will record Project Team kickoff meeting or share notes with Ken when Avyre contract is final.