2026-04-23 Product Council Agenda and Minutes

5 - 10 min

Welcome & Announcements

• Next week is our calming week

• WolfCon Update - Jennifer gave an update. The call for proposals is finished. Early June is goal for the schedule. Prior to that they will get the pre conferences (in person only) running. This will be an in person conference, with some hybrid components. Speakers who agree will have their sessions recorded and available post conference.

5 min

Liaison updates

CC: No CC meeting since last report

TC:

• Regarding https://folio-org.atlassian.net/browse/MODDATAIMP-1290, reviewed in light of Breaking Changes documents. Conclusion is that this was not a breaking change from a module interface perspective, though it was a behavior change. Module level specifications won’t catch all of the nuances of interactions chained between six modules. Agreed that there is a gap between the developers and the SIGs/SMEs. Recommendation is to represent these expectations in tests, would need to work with SIGs on how to manage and implement such tests.

• The notes are useful to understand reasoning and approach: https://folio-org.atlassian.net/wiki/spaces/TC/pages/1900052481
  
  Notes: Tod - This broke behavior but not technical requirements. More testing will be added at the workflow level. SIGs need to be worked with to put that kind of testing into place. Worth reading the notes if you are vested in this issue.

RMS: No new notes

Housekeeping

Updates on Active Initiatives

New Topics

20 - 25 min

PII documentation for existing modules (Privacy SIG)

@Jenn Colt @Olamide Kolawole

Personally Identifiable Information

https://folio-org.atlassian.net/wiki/spaces/PRIV/pages/1884422146

Jenn Colt updated the group.

1. They don’t believe there is a PC Liaison to the Privacy SIG

2. Would like to work on privacy updates outside of new features approval process. See needs list: https://folio-org.atlassian.net/wiki/spaces/PRIV/pages/1884422146 Part of privacy SIG goal is to surface enough information so institutions can understand where privacy concerns may arise - what data is stored. https://folio-org.atlassian.net/wiki/spaces/PRIV/pages/1775403019

PDD - personal data disclosure: https://folio-org.atlassian.net/wiki/spaces/PRIV/pages/1815478273 - SIG has been renewed.

Also see: https://github.com/folio-org/personal-data-disclosure
This is a GitHub repository with PDD forms and scripts.

Action item:

• Liaison needs to be assigned.

• PCC endorsement needed

• Advice from PCC - they want to make sure they understand what POs are considering in relationship with PDD. POs need to be “on board” . “We want these disclosures to be important to them.

“Have you considered just creating Jiras for all of those modules to update the PDDs?” - Brooks
Jenn said yes, but would like PCC endorsement to do so

Thomas when writing Jira tickets makes sure to have a section for privacy concerns. Maybe this could be a standard practice.

Thomas - there are shortcomings in FOLIO as to how personal data is handled. Ex. PII passed on to Metadb. He would like this cleaned up.

Caitlyn - New SIG would be a good place to surface this. Liked the idea of incorporating the privacy info into requirements for new features.

Tod - Talked about granularity of access. Access to a patron record often reveals all information about a person. Granularity of access, permissions, all places for consideration.

Thomas (via chat) - “I think its important to ask any module that copies user data out of mod-user why that data has to be copied over, and a cleanup process needs to be in the first iteration of the code.”

Jen (via chat) - “I think it’s good to think of things like privacy, accessibility and security as shared between TC/PC even if we have different pots of knowledge about it.”

Jenn sees a role for PCC in initial presentations to ask specific questions about how PDD has been considered.

PDD SIG meets the 3rd Friday of every month, at 11:00am EST.

We need a member from the PCC to be a Liaison for the Privacy SIG . Caitlyn will try to get back to Whitney by the end of the week.

Charlotte suggested European colleagues may be interested.

10 - 15 min

Ceckin on Umbrellaleaf review pilot

@Caitlin Stewart @Jennifer Eustis

• Share work in progress
  Groups that reviewed Umbrella Leaf. How did it go?

  • Jennifer Eustis - For some things it was difficult surfacing new features, versus enhancements, versus improvements to logs and architecture. Not always easy to understand technical language for subject specialists. Jenn tried to surface big things that “seemed to move the needle in that area” Jennifer is the MM SIG Liaison. No reviewed tickets were a surprise. Jennifer noted a large volume of information to be reviewed, esp because the MM SIG overlap. Sheer volume can be overwhelming.
    
    Starting point for these reviews:
    Uniqueness, dependencies, impact
    
    Jennifer felt these starting points were appropriate.
    For larger areas like MM, collaboration would be helpful.

  • User Management, Acquisitions – reviews? - None

  • Bulk Edit was reviewed by Autumn.
    
    Kristin Martin suggested adding “surprises” to the list of what we’re looking for with upgrades and additions.

• Discuss best next steps

Increase workload and duplication of effort is a concern. Caitlyn’s hope is this will actually reduce workload. Specifically concern was expressed that the POs would have to present twice. Can we reduce duplication of effort?

Jennifer: Maybe this process can stem from the initial presentation of the POs to the SIGs. We could ask SIG members to comment on the presentation slides. So this process could be an extension of the initial presentation.

Can we link short demos to the PC Endorsements board as needed for clarity?

Tod: PC members could be invited to SIG meetings if something significant is going to be presented. Identify PC interest early.

Kristin: Related PO concerns that PC may interfere. This is a positive opportunity to get early feedback and prevent future problems that are even more time-consuming when discovered late.

Caitlyn agreed that anything we can do to create structures that force early visibility

Caitlin, and Alexis both pointed out, that recruiting more members for the PC - as suggested at last meeting - would not be the preferred way forward.

Thomas suggested that the PC and the SIGs could better support POs by e.g. writing release notes, help do videos. Tod mentioned some previous work on having positions as junior POs, where SMEs from the Community could help out.

Planning

5 min

Newsletter topics

10 min

Define agendas for next 2 meetings

• Check Jira board

• Check Calendar

• Seehttps://folio-org.atlassian.net/wiki/x/koARJQ