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Web Operational Management Group

Minutes of the Meeting of December 12, 2001
1:30 - 3:00 pm, Davis Conference Room

Present: Linda Hastings, Esther Millar, Bill Oldfield (Recorder), Marina Wan (Facilitator), Charles Woods

Regrets: Chris Gray

  1. Approval of minutes from the meeting on November 28 , 2001:
    Approved with minor corrections.

  2. Business Arising:
    8. UW Library Web Retention Policy - The item regarding the Web Operational Management Group's request to DLCC for guidance in formulating retention policies for the Library's public website was added as item 8 of the agenda.

  3. Agenda Review
    8. UW Library Web Retention Policy.

  4. Web Statistics
    An interim solution to the outstanding problem of how to handle the enormous volume of web log statistics was discussed. The group decided that:
    a. The public proxy logs should be separated from the regular web traffic on the Library website computer. A method, using a virtual host set-up within the configuration file will be explored. b. A registered copy of Fast Stats will be acquired. A larger review project relating to web statistics is planned for the new year based upon priorities. A possible Cognos solution will be explored at that time.

  5. Staff Web Project - Progress Report
    A few adjustments have been made to the navbar. Most groups have started work on the move. A few areas are already done, WebOps, DLCC, Staff Web Review and ISMC.

  6. Library Web Homepage - Progress Report
    Focus groups have been run with faculty, grads and undergraduates. A number of very good suggestions were received and implemented into the prototype. A re-testing is planned for January.

  7. ColdFusion Update
    The ColdFusion installation will be housed on two separate computers, one for the ColdFusion Server and one for the Postgres database. Both ColdFusion and Postgres have been installed on the computers. George Loney has provided a copy of his Journal Indexes programming plus the database structure and data. These will be loaded onto the UW machines and made to work. Additional work has begun on the database structure for the Scholarly Societies Project, which will be migrated to ColdFusion. These programs will facilitate the a learn by doing strategy.
    The possibility of commercial training programs will be explored to fast track the ColdFusion Learning process.

  8. UW Library Web Retention Policy
    The request to DLCC for guidance regarding web retention policies has been passed back to the Web Operational Management Group. A question about the retention of the Etheses was answered. IST is looking after the archiving of the Electronic Theses.

    After extensive discussion the following Web Operational Management Group operational guidelines were established:

    1. Once each year, at a minimum (and just before major changes are implemented, a CD of the old site format is burst.), a CD will be burnt and a list of orphan files forwarded to owners with a request to delete unused files.

    2. Groups are responsible for the retention of their own data including the minutes of their meetings. The recommendation, according to UW policy is that minutes be retained for 5 years.

    3. If no identifiable user is located (e.g. A committee is disbanded or its work is completed.), the Web Operational Management Group will take over retention responsibilities.

    4. Personal web areas (the "~" or "public_html" directories) are excluded. Staff are reminded that if the information is relevant to the Library and not just personal, the pages should be included in the regular web space.


  9. Next Meeting
    Wednesday, January 9th from 1:30 - 3:00 pm.
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July 15, 2005