2025-12-16 Documentation Interest Group meeting notes

• @Morgan McKeehan - mtg facilitator

• @Sarah Proctor - mtg notetaker

• @Rebekah Kati

• @Heather Greer Klein

• @Mark Bussey

• @Nic Don Stanton-Roark

• Any questions or topics from DocIG participants?

  • Shared Hyrax and Hyku Glossary - where should it live (Rebekah)

    •  Compare glossary documentation #7293 https://github.com/samvera/hyrax/issues/7293

    • Create draft of shared glossary for Hyku and Hyrax #7305

      https://github.com/samvera/hyrax/issues/7305

    • Spreadsheet -- Hyrax-Hyku Glossary Comparison: 

      https://docs.google.com/spreadsheets/d/1dH60Q1-0v3nDhczN-nWXsKig93MM3Mpyy_vQJ-Y3eEU/edit?gid=0#gid=0

    • Current Hyku glossary - 2.1 GlossaryPreview

    • Current Hyrax glossary - GlossaryPreview

    • It was determined that combining them makes sense and Rebekah is starting a draft

    • Where should it live?

      • Mark - highest level of the Samvera docs, easy to find; using iconography to determine if it is Hyrax/Hyku specific

      • Heather - there is a glossary in the Samvera Development Knowledge Base that may be deprecated due to duplications elsewhere; the glossary could stand alone in that area and link to it on the front page of the Wiki; Heather will take the action to make sure the rest of the content was folded into the other areas of Hyku/Hyrax and leave the glossary available

  • Mark: https://docs.google.com/document/d/1rmAgXVa-Z7srh7MyYldBi_PU-KQQgWhEk9_YvOe1lZs/edit?usp=sharing

    • Created categories of users and categories of documentation that is currently in the Hyku Wiki

    • Developer and System Admin docs would move into the /docs directory in the app to utilize version control

    • Tenant Admin and Content Admin docs would move to confluence

      • Mark will take a first pass at this; or create tickets on the doc board if that is too big of a task

      • Generally speaking: things that happen in a terminal should be documented in the /docs directory and versioned and things that happen in the UI should be in Confluence

    • Older/obsolete docs can be deleted

      • Heather agrees with deleting older content since we have historical information documented and it is important to reducing the possibility of stumbling on old documentation

• Recap of DocIG’s 2025 accomplishments

  • our main projects and deliverables

• DocIG’s plan for 2026

  • what do we want to prioritize in the coming year?

  • Schedule notes: Co-facils expected 2-year term (started:August 2025, thru: end of July 2027). Staggered with schedule of Dev/PO teams for Hyrax and Hyku (current teams thru Dec.2026), so that DocIG can help with continuity

• If any remaining time… categorizing/prepping tickets in Doc Tasks Board

  •  Any issues that need coordination/feedback with other groups? 

• 2026 possible priorities - brainstorming:

  • Nic Don - goal: getting documentation up to date in the area of “pre-roadmapping”

    • Capture what exists in different customizations

    • This mostly lives in the heads of product owners and the individual repository owners

    • Proposed Features and NeedsPreview

    • This could potentially live in the same area as the glossary

    • This is a first draft of the document and may need to be more robust in the future

  • Considering having an overall theme of combining Hyrax and Hyku

• Possible theme for 2026?

  • (a theme = a big-picture idea that we can use as a reference point to guide our decision-making over the course of the year.)

  • Hyrax/Hyku connections - find ways to integrate/build on each project’s docs more?

    • From Heather: Also we will have Rob a tech coordinator role combining Hyrax and Hyku next year, so I agree it will be a good year for looking at that overlap.

(work listed is not solely DocIG’s!)

End of 2024:

• DocIG created the “Questions / blockers” column! 

• We decided to add the description of our labeling system into the board

2025: 

• Overall win: Formalized/clarified DocIG processes and our Project Board. Greater visibility for the group and its role. 

• Challenge the DocIG is navigating well: 

  • DocIG is a group that defines and organizes needed documentation, does not have sole responsibility for creating the docs. (recognize that some DocIG members are still creating a lot of docs though!)

  • Focus on “good enough”! For example: decision about when to close a ticket - empowers the person to close it.

• Specific accomplishments: 

  • Samvera Community Sprints

    • inaugural Documentation Sprint - lots of DocIG support, and inaugural “DocDays of Summer” 

    • example deliverables that grew out of the sprints:

      • Documentation roadmaps: “Documentation Frameworks” for Hyrax and Hyku, and Doc Inventories that were created from the Frameworks - tracking sheets for Hyrax and Hyku.

      • tons of built-out pages for each system - based on the Doc Frameworks

      • discussion started about location for Dev docs - versioned docs in gh, vs. Confluence or GH wiki pages

    • overlap with Metadata IG - related docs and topics: Hyku Flexible Metadata, Bulkrax workflows

  • DocIG facilitator transition - selected and onboarded new IG co-facilitators for 2-year terms, starting August 2025

  • Doc-tasks Board improvements

    • Clarified labels - audience, systems, locations, 

    • End of year: improving filters & views functionality in Board - re-creating all the labels to be CV dropdowns 

• Other challenges that have come up for group members? 

  • (things where we want to improve this year?)

1. General documentation rule: things that happen in a terminal should be documented in the /docs directory and versioned while things that happen in the UI should be in Confluence
2. Theme for the documentation group in 2026 will be making Hyrax/Hyku connections
3. The glossary for combined Hyrax/Hyku terms will be linked to the front page of Confluence
4. Co-facilitators will serve 2-year term (started: August 2025, through: end of July 2027)