Doc IG - CoFacilitators' Notes page

This page has notes from the Documentation IG’s CoFacilitators meetings, where we plan the DocIG’s meetings and activities.

2026 - (tentative) DocIG Monthly Plan

• January

  • facil: Sarah P. ; Morgan is out

  • mtg focus: Workflow review for tickets.

• February

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• March

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: check in on issues related to Accessibility? (prep for Title II April 2026 deadline)

• April

  • facil: Morgan; notes: Sarah P.

  • mtg focus: Workflow review for tickets.

• May

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: prep for May 2026 Community Doc Sprint? 

    • This mtg might be during the Documentation sprint that is tentatively scheduled for week of May 18.

• June

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• July

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: wrap-up Admin Sets blocker/issue. Preliminary discussion of New Releases page.

• August

  • facil: Morgan; notes: Sarah P.

  • mtg focus: plan = discussion of New Releases page, with page creators if available. If not available, will move this discussion to Sept.

    • alternate plan for mtg focus:

      • maybe check in on progress on our theme for the year? theme = Hyrax/Hyku connections/documentation consistency - find ways to integrate/build on/align Hyrax & Hyku docs.

• September

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus:

    • (if we did not discuss this in August) - maybe check in on progress on our theme for the year? theme = Hyrax/Hyku connections/documentation consistency - find ways to integrate/build on/align Hyrax & Hyku docs.

• October

  • facil: Morgan; notes: Sarah P.

  • mtg focus: 

• November

  • facil: Sarah P. ; notes: Morgan M.

  • mtg focus: 

• December

  • facil: Morgan; notes: Sarah P.

  • mtg focus: yearly recap

September dd, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  •  

• CoFacilitators roles for this month's DocIG mtg:

  • [get from monthly list above]

     

August 17, 2026 CoFacilitators Mtg

action items:

Questions about New Features page:

• who is audience for the page, and users of the page

• how is the page meant to be used - is it intended for users to add ideas/requests

  • what kinds of contributions can users make to this page

• suggestions for the page:

  • add guidance for the users - how they can contribute to the page, add suggestions if any

• What is the overall workflow for points on this page - where is this document in the overall timeline/sequence of steps for development documentation?

  • Are ideas ever removed from this page, when they are completed? ie, Do things move from here into the Roadmap?

  • todo list at bottom of page - next steps = add in the features from 2024 regional mtgs sheet. Are there other locations (ie similar sources of lists of requests from users) that feed into this page?

Purpose of the page - from N8 perspective:

• N8 gets a lot of incoming requests - want to have a place to organize those,

  • determine if a potential request is 1-off, or if there’s significant interest in a feature so that it could be widely shared / what degree of effort would be appropriate for investing into sharing a feature back?

agenda:

• Check in on action items from last month’s DocIG mtg:

  • for Aug 18 mtg - discussion of New Features page. If neither NS or NDSR can attend Aug18, we’ll resched for September.

  • Planning for next year (SP and MM’s 2nd year) - now that nearly all the tickets are tagged/sorted in the Board, and the board is pretty well established, do we want to come up with a new near-term goal or working process for DocIG meetings? Is there a next phase that we could define that would be manageable for DocIG, and useful for community docs overall?

• CoFacilitators roles for this month's DocIG mtg:

  • facil: Morgan; notes: Sarah P.

reminder: continue working on tagging existing docs issues as “good for beginners” so we have a group of those that are easy to get at/point people at in case there’s energy for new people wanting to get started with contributing to Samvera Docs

July-16, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

• possible topics/Questions from Slack :

  • just noting that there is a page with information on ‘New Features and Needs - Proposed, In-Progress, Released’ - New Features and Needs - Proposed, In-Progress, Released. Goal for this page and the subdirectories: as a middle-ground between release notes and newsletters, blogs, and user guides with screenshots.

• Anything we’d like to have for a “meeting focus” for this month?

• CoFacilitators roles for July DocIG mtg:

  • facil: Sarah P. Notes: Morgan

discussion notes:

June-11, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

• Anything we’d like to have for a “meeting focus” for this month?

• CoFacilitators roles for this month's DocIG mtg:

  • facil: Morgan; notes: Sarah P.

possible points for agenda for June 16:

• reminder about: likely no Docs priorities for Community sprint in June. Also probably no DocDays of Summer this year.

• any ideas from group?

• check figma about Admin Sets

• collect ideas for 1-pager

• Board organizing tickets if time

discussion notes:

• discussed idea for using DocIG mtg time as “office hours” - for folks to drop by to spend time on/ask any Qs about doc-related ideas. Decided not for this month, but maybe in a future mtg.

• also discussed Q about: where to look to see specifications for a new Hyrax feature - in relation to the new alt text field at Fileset level.

May-14, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

• Scheduling Q

  • No more “Samvera Doc IG co-facilitator prep mtgs” scheduled after this one. Should I sched some more of these prep mtgs, ahead of our June, July, Aug DocIG monthly mtgs?

• Anything we’d like to have for a “meeting focus” for this month?

• CoFacilitators roles for this month's DocIG mtg:

  • facil: Sarah P. ; notes: Morgan M.

     

May 7, 2026 CoFacilitators prep for Samvera VC

action items:

agenda:

• slides deck in progress: https://docs.google.com/presentation/d/1zwOY4itQHbaonKmcg5_3hV1-WvEZxanOQhTl39f2Li0/edit?slide=id.p1#slide=id.p1

• our talk is Wed. 05/13 at 11am PT

• points to cover:

  • SP: times we meet / logistics

  • SP: links to the DocTasks board, and some of our key pages

  • SP: How the DocIG group interacts with other groups

    • what types of things people can bring to the group: variety in the topics (give a couple examples of recent things we’ve discussed)

  • MM: What the DocIG is: we organize the issues, not solely responsible for writing docs

  • MM: co-facils has been good - Dev and Repository collaboration

  • MM: term limits - we are thru 2027

  •  

April 21 , 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg.

  • Morgan has action items to finish!

• any Items from slack thread?

  • Sarah P completed our sign up - for HGK email/Doc IG update at Virtual Connect

  • check in with RK’s Hyrax overview doc ticket?

  •  

• CoFacilitators roles for this month's DocIG mtg:

  • Sarah P - notetaker

  • Morgan M - facilitator

March 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  • for 03/17 mtg:

    • have folks flag accessibility-related tickets?

    • for modules/overlap Q:

      • we have a default policy location/decisions

• CoFacilitators roles for this month's DocIG mtg:

  • Morgan M - notetaker

  • Sarah P - facilitator

     

     

discussion notes:

December 12, 2025 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg, and other updates:

  • Started this page, to start compiling Doc ideas from events. Added a couple things that came up in Connect Online. Doc IG - Events Takeaways

  • OK to remove from the gh Project the old “label” fields that were setup as text? (the fields have since been re-created as dropdown CV values, and all tickets that had text labels have been updated with the new fields.)

  • Yearly Recap - is in the regular Notes page for our Dec.12 meeting. 2025-12-16 Documentation Interest Group meeting notes

  • reminder - for Jan 2026 mtg, will need to ask for volunteer notetaker - Morgan will be out.

• CoFacilitators roles for December DocIG mtg:

  • mtg. facilitator role: Morgan

  • notetaker:  Sarah P.

•  

discussion notes:

October 17, 2025 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  • Mark B will propose the Hyku pilot / assessment of feasibility at September Tech call. Mark will join October DocIG call to discuss outcomes from those discussions/Hyku pilot.

• CoFacilitators roles for this month's DocIG mtg:

  • mtg. facilitator role: Morgan

  • notetaker : Sarah P.

discussion notes:

• agenda for 10/21 mtg

October Check In Notes

• Last meeting was mostly discussion around developer docs from Mark B and it may come back next meeting

• Didn’t have time to talk about taking any topics to the metadata interest group

• [Sarah] I did check my permissions in the Samvera GitHub and I have code access but not admin/settings/adding people access so updating permissions will need to come from Heather

September 12, 2025 CoFacilitators Mtg

action items:

agenda:

• check in about 1st IG mtg

• plan for 09/16 mtg

discussion notes:

• 1st mtg takeaways: IG seems good with plan for continuing schedule, half-hour mtgs focused on tagging tickets on board

• plan for 09/16:

  • anything from the IG? topics or Qs

  • Summer Doc Days - update from HGK: any takeaways/lessons learned that would be helpful to make its way to the Community? Also Doc Sprints - how often/when is next one?

  • ask DocIG if there’s anything for discussion at Metadata IG, time allowing

  • update on Permissions in Doc Tasks Board

  • rest of time: for tagging tickets/organizing board

August 8, 2025 CoFacilitators Mtg

• kickoff mtg for new co-facils

action items:

agenda:

• check in about planning for co-facilitating the Documentation Interest Group, and prep for our next DocIG meeting August 19.

discussion notes:

Our near-term goals for DocIG:

• Overall, make it as easy and clear as possible for community members to participate in DocIG, keep building on group’s momentum

  • share mtg agendas ahead of time, with timing-blocks for topics, so folks can drop-in as relevant

  • help with defining tickets more - review the labels we are assigning so far; update labels as needed based on revised Doc locations/organization frameworks that have been developed in Doc days this spring/summer.

Plan for Aug.19 DocIG mtg: 

• intro new co-facils

• discuss sched for next block of IG mtgs: Aug/Sept/Oct., then will plan for November to a have a check-in with group about how this is going, and revise anything we want to switch up 

  • ask if preference about 11 or 11:30 start time, and ask about planning to stick with same day 

• update from mtg with HGK - link to notes doc/brief recap of takeaways

• space for Qs or points to discuss

• rest of time - tagging tickets 

• Roles for Co-Facilitators

  mtg. facilitator role: Morgan ; notetaker role: Sarah P.

   

Planning for Roles/tasks for Co-Facilitators

• Responsibilities of the Doc IG Facilitator

  • sends reminders for monthly meetings to Documentation channel in Slack, Samvera community email list

    • Sarah P will set in slack

  • preps for monthly meetings: review past agenda, set new agenda

    • shared – we’ll do prep together

  • facilitates discussion in monthly meetings, takes notes during monthly meetings (or requests a notetaker), and link notes into Doc IG main page

    • alternating - We’ll alternate months, between 2 roles: mtg. facilitator, notetaker

    • Rest of 2025 mtgs:

      • Aug

        • mtg. facilitator role: Morgan

        • notetaker : Sarah P.

      • Sept

        • mtg. facilitator role: Sarah P.

        • notetaker: Morgan

      • Oct

        • mtg. facilitator role: Morgan

        • notetaker : Sarah P.

      • Nov

        • mtg. facilitator role: Sarah P.

        • notetaker: Morgan

      • Dec.

        • mtg. facilitator role: Morgan

        • notetaker:  Sarah P.

      • January 2026

        • mtg. facilitator role: Sarah P.

        • notetaker: [need notetaker - Morgan will be out]

      • Feb 2026

        • mtg. facilitator role: Morgan

        • notetaker:  Sarah P.

template - notes

Month-dd, 2026 CoFacilitators Mtg

action items:

agenda:

• Check in on action items from last month’s DocIG mtg:

  •  

• CoFacilitators roles for this month's DocIG mtg:

  • [get from monthly list above]

     

discussion notes: