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Erin:  survey preamble as template for email

Planning Next Steps

• Need to follow up with community stakeholders and advisory board members with the survey results. 
  • Do the advisory board consultations need to be individual or can they be done as a group?
    • We can schedule an advisory board call a week after the survey closes to discuss the results 
    • Monday, May 13 at 11am ET
    • Most of the results will be multiple choice/checkboxes so it shouldn't take long to aggregate and report
  • This is another form of primary research
• Should we collect names and email addresses as an optional field?
  • Could be useful for secondary consultation - e.g. invite people to a Zoom call to ask follow up questions 
  • Add an optional field to the end of the form and update the preamble with regard to privacy
  • Draft questions and follow up with select respondents on a Zoom call
  • Make sure form logic works so that all participants are invited to provide contact details
• If we finalize our work by July 1 we can just submit, otherwise we'll need to transfer to Lyrasis which can take some effort

Final Report

• Where to publish survey results
  • Link excel spreadsheet to the wiki/website
  • Scott will check to see if we can deposit to UW IR
  • We should mint a public PID (ARK, Handle, DOI, etc.)
• What should be included in the final report?
  • Summary of this morning's discussion topics
  • Clear indication of what is needed for a follow-on grant (docs, tooling, etc.)
  • Recommendations, prioritized tasks to present to Fedora governance leading to concrete actions
  • Not a SWOT analysis, but a statement of the risks involved in not migrating away from Fedora 3.x
  • Clarity about what DuraSpace/Lyrasis should do vs. what other stakeholders should do
    • This will help with communication with other groups/service providers
  • Prioritization based on need and impact
  • Description of where this fits in with other DuraSpace/Lyrasis priorities (e.g. OCFL)
  • Consider SOAR (Strengths, Opportunities, Aspirations, Risks) analysis
  • Confirmation that people in the community aren't alone, DuraSpace/Lyrasis is on top of things
  • Beyond just migrating from 3.x to 6.x, thinking about future versions of Fedora
• Should we check in like this every few years?
  • What problems are you facing, what do you need help with
  • This helps us get beyond our current governance structure, which heavily favours institutions that are able to pay membership fees
• The results of this effort could be useful to other communities as well (e.g. DSpace)
  • The process could be useful to share as well
• Dissemination
  • Presentation accepted at OR
  • The group will put a proposal into DLF
  • Islandoracon, Samvera Connect, CNI
  • Organize a webinar in the Fall
  • Publish a paper in an open access journal (e.g. Code4Lib)
  • Include in workshops and camps
  • Couple messaging with release of Fedora 6
• Next Steps in the grant process
  • This is a planning grant, implementation grants typically follow
  • IMLS will put out a call for proposals in September
  • Support for a second phase would probably fall into 2020
  • What could a follow-on grant help fund in this timeline?
    • Hard to know before we see the results
    • Identify priorities in the report without assuming any grant funding, but indicate where funding would help accelerate these efforts
    • We want to be working on migration tooling as soon as possible
    • The grant could help fund migration guide, site visits, training
    • Probably target $150K
    • Revisit this once we have the results of the survey on the May 13 meeting

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