Minutes Southern Ontario Past Perfect User Group - 25 April 2018

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Minutes Southern Ontario Past Perfect User Group - 25 April 2018

Post by Alison_Hird » Thu May 17, 2018 12:09 am

PastPerfect User’s Group Minutes from April 25 Meeting - Grey Roots

1. Introduction of attendees (four first time attendees)
2. Alison Hird, Treasured Collections – Talked about the PastPerfect User’s Group email list. This group has been in operation for 12 years, and the list of interested organizations is considerable. It is a lot of work to maintain and so the decision was to end the email list in favour of an online live platform that Alison has set up and volunteered to administer. If someone would like to help administer the forum, please let Alison know.
The website to register as a user is http://www.treasuredcollections.ca/ppug (PastPerfect Users Group). Already there are about 31 users, including museums across the country who, it is assumed, found the platform online.
As the email list will end by May 15, all PastPerfect Users who are interested in continuing to receive the User’s Group minutes and receive emails are encouraged to register or they will no longer receive any communication via the email list.
She demonstrated the various areas and how to fill in the profiles. She requested that everyone use sensible names that she could recognize as valid users and she will delete trolls and spam users. Please also put in your valid museum website URL and add friends on the list in order to talk to them or create postings that will be sent to the group.
You will receive notifications of future meetings only after you have update your profile.
Alison provided a “How to” sheet for the group and will post a link to the PDF for people that did not attend the meeting.

3. Roberta Grosland, Woodstock Art Gallery – Using the Barcode feature – any tips?
Roberta was not at the meeting, but her designate got some answers from the Robert (Mississauga) and other attendees that are using this feature and spoke with them during the break.

4. Deb Sturdevant, Bruce County Museum & Archives – Would the group support a request for a spell-check option on the People Biographies and Sites sections?

Deb did not attend the meeting, but her designates posed the question. Alison Hird has passed the request to the PastPerfect team in hopes that it will become an update on the next version.
Alison also gave an update about the next upgrade to PP.
Received via email from Alison post-meeting:
Brian G, PP VP: “We do not have a concrete release date at this time. I continue to spend a great deal of time in the support office working out bugs and testing the final features. My best guess is in the next 6 months.
Pricing has been finalized. There will be 4 levels of pricing. These prices include all options except PastPerfect Online / Virtual Exhibit which will be called public access with the Web version.”

Concerns about running PP on an out of country server were discussed and Alison proposed that perhaps the possibility of an in-country server could be explored for those with IT departments who would not let the information pass over / be hosting across border.

Patti Lamb, Huron County Museum, gave a demonstration on how to change the photos and background colours on the main page and reiterated the importance of setting up users’ security so that changes are not made by under-trained users.

David Huff, Tom Thomson Art Gallery, expressed concern about leaving PP open for a while and then returning to it and not being able to type in his password, which required closing the program and having to reopen it. Two other attendees said they had the same issue. The group responded that perhaps increased re-indexing would take care of this issue.

Patti Lamb reiterated the importance of IT and PP tech support and backing up user’s PP every day to individual computers, despite IT server backups in case of crashes and user error. Alison Hird, reminded attendees that local PC backups are valuable, as some IT central backups only capture items changed, rather than the whole picture.

5. Jeanette Elliott, Fanshawe Pioneer Village – Pros and cons to using PastPerfect Online, start-up costs, long-term support, tips, etc.
The group responded individually with a general positive response siting increased accessibility by having their collections online and increased public requests from being online and Google searchable.

Adam Pollard, Woodstock Museum, shared a useful hint, that the Google search, use only the first three sections of your input.

Sim Salata, Grey Roots Museum & Archives and several others gave examples of the prep work that needs to be done on records that are going to be made public in advance of going online (ensure private information is not made public, that records are standardized, searchable, correcting spelling and grammar, consistent formatting, making the text professional but easy to read (accessibility)). This can be done in-house using staff resources or trained volunteers or students but may take several years, depending on the number of records going online. Some users upload in batches and some users wait until all are records are edited and put their entire collections online at once.

Patty Lamb said that she marks records “Ready to Upload” in the status line and adds them to a list and then does a global update. Sim Salata said that she reviews records one at a time as she can and marks them “EDITED/DNC Hist View” (DNC = do not change) and checks the Include in Web Export box (bottom left) so that they are included when she does her quarterly upload to PP Online.

Comments included that PP support was a very good thing to have, and that the PP team was very responsive to help with the setup and maintenance of a PP Online site and that annual support was worth the investment compared to the cost of individual calls for support.

6. Other Business
David Huff asked how users searched or ran queries to make sure that they got the most information when looking for it. Sim said she searched via query in the Description, Provenance and Subjects fields. Patti said she used the Key Word Search for all data fields nearly all the time.
David mentioned that Artists and Authors and Member/Volunteer biographies are not connected to the People Biography section, so users should be aware that duplicate information/work is required.
There was a comment that users going online should take care in what is checked for public access in the Biography section (private information). Several users noted that the information that is public should be backed up by siting sources where the information was found in case of disputes when people read it and have differing opinions (e.g. birth dates, etc.). Laura Leonard, Bruce County Museum, uses the Bio Notes field for this.
David Huff asked about loans and how people mark them in PP. Most users use an “L” before the object ID number but realize that this can lead to duplicate object ID numbers being entered.

7. Sim Salata, Grey Roots Museum & Archives, presented Grey Roots Collecting Plan: The Process (Power Point). She will send out the link to the presentation to the PP Users list and will send out the Collecting Plan after it goes to and is approved by Grey County Council on May 10, 2018 (or will let users know when it is available on Grey Roots’ website for download).
Post-meeting update – The report on the Collecting Plan was pushed to a future Council meeting so the plan cannot yet be released.

8. The next meeting will be hosted by Bruce County Museum in the Fall (date to be confirmed), the Spring 2019 meeting will be hosted by Huron County Museum.

Minutes written by Sim Salata, Grey Roots. Distributed by Karen Wellington County Museum and Archives.

Post Minutes: As a group we appreciate Karen's dedication to maintaining the email list for our 70 plus members!

Attachments: Sim's Collection plan is too large to attach. Please request a copy by email, from Sim or myself - Alison
Alison Hird
Consultant
http://www.treasuredcollections.ca

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Alison_Hird
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Joined: Tue Jul 25, 2017 11:10 am
LOCATION, TOWN: Caledon, Ontario
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Re: Minutes Southern Ontario Past Perfect User Group - 25 April 2018

Post by Alison_Hird » Thu Jul 05, 2018 2:19 pm

As promised at the meeting, Sim has provided a link to her Communications Plan below:

https://greyroots.com/collections-and-r ... cting-plan
Alison Hird
Consultant
http://www.treasuredcollections.ca

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