idnits 2.17.1 draft-meyer-wg-post-meeting-03.txt: Checking boilerplate required by RFC 5378 and the IETF Trust (see https://trustee.ietf.org/license-info): ---------------------------------------------------------------------------- ** It looks like you're using RFC 3978 boilerplate. You should update this to the boilerplate described in the IETF Trust License Policy document (see https://trustee.ietf.org/license-info), which is required now. -- Found old boilerplate from RFC 3979, Section 5, paragraph 1 on line 477. -- Found old boilerplate from RFC 3979, Section 5, paragraph 2 on line 484. -- Found old boilerplate from RFC 3979, Section 5, paragraph 3 on line 490. ** Found boilerplate matching RFC 3978, Section 5.4, paragraph 1 (on line 442), which is fine, but *also* found old RFC 2026, Section 10.4C, paragraph 1 text on line 36. ** The document claims conformance with section 10 of RFC 2026, but uses some RFC 3978/3979 boilerplate. 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Checking references for intended status: Proposed Standard ---------------------------------------------------------------------------- (See RFCs 3967 and 4897 for information about using normative references to lower-maturity documents in RFCs) == Missing Reference: 'RFC 2119' is mentioned on line 91, but not defined == Unused Reference: 'RFC2119' is defined on line 418, but no explicit reference was found in the text == Unused Reference: 'RFC2026' is defined on line 422, but no explicit reference was found in the text == Unused Reference: 'RFC2028' is defined on line 425, but no explicit reference was found in the text -- Possible downref: Non-RFC (?) normative reference: ref. 'JAVA' -- Possible downref: Non-RFC (?) normative reference: ref. 'JPEG' -- Possible downref: Non-RFC (?) normative reference: ref. 'MGP' -- Possible downref: Non-RFC (?) normative reference: ref. 'PROCEEDINGS' -- Possible downref: Non-RFC (?) normative reference: ref. 'MINUTES' -- Possible downref: Non-RFC (?) normative reference: ref. 'PROCSUB' -- Possible downref: Non-RFC (?) normative reference: ref. 'SLIDES' -- Obsolete informational reference (is this intentional?): RFC 2028 (Obsoleted by RFC 9281) -- Obsolete informational reference (is this intentional?): RFC 2434 (Obsoleted by RFC 5226) Summary: 8 errors (**), 0 flaws (~~), 8 warnings (==), 15 comments (--). Run idnits with the --verbose option for more detailed information about the items above. -------------------------------------------------------------------------------- 1 INTERNET-DRAFT D. Meyer 2 draft-meyer-wg-post-meeting-03.txt 3 Category Best Current Practice 4 Expires: September 2004 March 2004 6 IETF Session Minutes and Presentation Materials -- 7 Post Meeting WG Chair Duties and Responsibilities 8 10 Status of this Document 12 This document is an Internet-Draft and is in full conformance with 13 all provisions of Section 10 of RFC2026. 15 Internet-Drafts are working documents of the Internet Engineering 16 Task Force (IETF), its areas, and its working groups. Note that 17 other groups may also distribute working documents as Internet- 18 Drafts. 20 Internet-Drafts are draft documents valid for a maximum of six months 21 and may be updated, replaced, or obsoleted by other documents at any 22 time. It is inappropriate to use Internet-Drafts as reference 23 material or to cite them other than as "work in progress." 25 The list of current Internet-Drafts can be accessed at 26 http://www.ietf.org/ietf/1id-abstracts.txt 28 The list of Internet-Draft Shadow Directories can be accessed at 29 http://www.ietf.org/shadow.html. 31 This document is an individual submission. Comments are solicited and 32 should be addressed to the author(s). 34 Copyright Notice 36 Copyright (C) The Internet Society (2004). All Rights Reserved. 38 Abstract 40 RFC 2418 outlines the procedures for IETF Session operation. However, 41 it contains little information about post-IETF meeting working group 42 chair responsibilities. In particular, it gives little guidance with 43 respect to either form or submission deadlines for the artifacts of 44 the meeting, namely, session minutes and presentation materials. This 45 document addresses those issues. 47 Table of Contents 49 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 4 50 1.1. Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . 4 51 1.2. The Purpose of Session Minutes. . . . . . . . . . . . . . . 4 52 1.3. Format. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 53 1.3.1. Format . . . . . . . . . . . . . . . . . . . . 6 54 1.3.2. Length of Submitted Minutes. . . . . . . . . . . . . . . 6 55 1.4. Encoding. . . . . . . . . . . . . . . . . . . . . . . . . . 6 56 1.5. Submission Procedure and Deadlines. . . . . . . . . . . . . 8 57 1.6. Minutes Errata -- Correcting Mistakes . . . . . . . . . . . 8 58 2. Presentation Materials . . . . . . . . . . . . . . . . . . . . 9 59 2.1. Format: General Layout Guidelines . . . . . . . . . . . . . 9 60 2.2. Encoding. . . . . . . . . . . . . . . . . . . . . . . . . . 9 61 2.3. Submission Procedure and Deadlines. . . . . . . . . . . . . 10 62 2.4. Presentation Errata -- Correcting Mistakes. . . . . . . . . 11 63 3. Recommendations. . . . . . . . . . . . . . . . . . . . . . . . 11 64 3.1. Audio-only recordings . . . . . . . . . . . . . . . . . . . 11 65 4. Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . 12 66 5. Security Considerations. . . . . . . . . . . . . . . . . . . . 13 67 6. IANA Considerations. . . . . . . . . . . . . . . . . . . . . . 13 68 7. References . . . . . . . . . . . . . . . . . . . . . . . . . . 14 69 7.1. Normative References. . . . . . . . . . . . . . . . . . . . 14 70 7.2. Informative References. . . . . . . . . . . . . . . . . . . 14 71 8. Author's Addresses . . . . . . . . . . . . . . . . . . . . . . 15 72 9. Full Copyright Statement . . . . . . . . . . . . . . . . . . . 15 73 10. Intellectual Property . . . . . . . . . . . . . . . . . . . . 15 74 11. Acknowledgement . . . . . . . . . . . . . . . . . . . . . . . 16 76 1. Introduction 78 Section 3.1 of RFC 2418 [RFC2418] outlines the procedures for IETF 79 Working Group operation. However, it contains little information 80 about post-IETF meeting working group chair responsibilities. In 81 particular, it gives little guidance with respect to either form or 82 submission deadlines for the artifacts of the session, namely, 83 working group minutes and presentation slides. The remainder of this 84 document focus on the format, submission procedure, and deadlines for 85 both session (e.g., Working Group) minutes and presentation 86 materials. 88 The key words "MUST"", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", 89 "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this 90 document are to be interpreted as described in RFC 2119 [RFC 2119]. 92 1.1. Minutes 94 Section 3.1 of RFC 2418 mandates that "All working group sessions 95 (including those held outside of the IETF meetings) shall be reported 96 by making minutes available". And while there a brief discussion of 97 the desired content (note that this is not required content), 98 including the session agenda, an account of the discussion including 99 any decisions made, and the list of attendees, it gives little other 100 guidance. Further, while the IETF secretariat maintains 101 "instructions" web pages [MINUTES], they provide only vague 102 guidelines, and note that the format and content of the minutes is to 103 be "is defined by the chair and minute-taker". As a result, IETF 104 session minutes are of widely varying content and quality. In the 105 following sections we outline a standard format for IETF session 106 minutes, and a process for their submission. 108 1.2. The Purpose of Session Minutes 110 RFC 2418 states that "It is also good practice to note important 111 decisions/consensus reached by email in the minutes of the next 112 'live' session, and to summarize briefly the decision-making history 113 in the final documents the WG produces." 115 The suggestion here is that the purpose of the minutes is to 116 summarize and document the history and activity (and in particular, 117 any decision making activity) of the live meeting, both for those who 118 could not attend, and for archival purposes. Thus timely submission 119 of minutes, along with standardized format and quality, are essential 120 to the operation of the IETF process. 122 The guiding principle behind the minutes, then, is that they must 123 convey to a non-attending reader enough information to review the 124 meeting activity and understand the meeting outcome. In general, the 125 minutes must be of sufficient detail and accuracy such that if an 126 event cannot be understood to have happened from the minutes, then 127 the event in question "did not happen" at the meeting. 129 1.3. Format 131 Minutes should be submitted in the following format: 133 () Minutes -- IETF 135