802.1 MINUTES AND DOCUMENT PLAN =============================== Bill Lidinsky 8 March 1995 This plan applies only to 802.1 meetings held in conjunction with 802 full plenary meeting which are held three times eacy year. The goals of this plan are: 1) An ACTION_LIST for use by members of 802.1 within two weeks after the end of the 802.1 meeting. 2) The collection of all SUPPLEMENTARY MATERIAL 2) A set of DOCUMENTS distributed and created at the 802.1 meeting, appropriately numbered and placed on the 802.1 FTP server. DOCUMENTS in machine readable form to be put on the server within three weeks of the meeting. 3) A set of BRIEF_MINUTES for reference by members of 802.1 by the next 802.1 meeting. These minutes will also be placed onto the 802.1 FTP server. ACTION_LIST ----------- The 802.1 Recording Sec. will review an action list with members of 802.1 at the end of the closing 802.1 plenary, and distribute the ACTION_LIST by email via the 802.1 email exploder within 2 weeks of the end of the meeting. In addition, items in the ACTION_LIST to be carried to the 802 Exec. Comm. will be provided by the Recording Sec. (or other members of 802.1 he or she designates) to the 802.1 Chair (viewgraphs and two paper copies if needed for formal submission) immediately at the end of the 802.1 closing plenary. The 802.1 Chair will put the ACTION_LIST on the FTP server. SUPPLEMENTARY MATERIAL ---------------------- SUPPLEMENTARY MATERIAL will consist of a) material for which there exists a machine readable form at the meeting e.g., -resolutions generated by computer -notes committed to machine readable form during the week -viewgraphs generated by computer -viewgraphs generated by hand but copied during the meeting -contributions generated in machine form This type a) SUPPLEMENTARY MATERIAL will be provided to the Recording Sec. in both hard copy and machine form at the time that it is discussed if possible, but should be provided by the close of the 802.1 plenary. Material not provided will not be circulated further and may jeopardize action items. b) material for which there exists no machine readable form. This type b) SUPPLEMENTARY MATERIAL will be provided to the Recording Sec. in hard copy form at the time that it is discussed. Material not provided will not be circulated further and may jeopardize action items. The Recording Sec. will create four copies of the above SUPPLEMENTARY MATERIAL (in both forms where possible) before the end of the week of the meeting and distribute the copies to the 802.1 Chair, Vice Chair, and Operating Sec., and Recording Sec. (Copying of disks will be done either by the recording secretary or other members of 802.1 at the request of the Recording Sec.) SUPPLEMENTARY MATERIAL of type a) will be placed on the 802.1 FTP server within three weeks of the meeting. The 802.1 Chair will investigate the effort and form in which type b) SUPPLEMENTARY MATERIAL might by put onto the FTP server. But, in general type b) SUPPLEMENTARY MATERIAL will be available only from the originator of that SUPPLEMENTARY MATERIAL. DOCUMENTS --------- DOCUMENTS related to the work of 802.1 will be submitted in hard copy duplicate plus machine readable form (where available) to the 802.1 Operating Sec. Tyep a) DOCUMENTS are those having both forms; type b) DOCUMENTS have only paper form. The 802.1 Operating Sec. will provide selected copies to the 802 Executive Committee Executive Sec. for inclusion in the IEEE Document List. The 802.1 Operating Secretary will (with the help of other members of 802.1 to copy disks if needed) will provide the collected set of machine readable DOCUMENTS to the 802.1 Chair for inclusion in the 802.1 FTP server. Type a) DOCUMENTS will go on-line within three weeks of the end of the meeting. The 802.1 Chair will investigate the effort and form in which type b) DOCUMENTS might by put onto the FTP server. But in general type b) DOCUMENTS will be available only from the originator of that DOCUMENT. BRIEF_MINUTES ------------- BRIEF_MINUTES will be composed of: a. the agendas of opening and closing plenarys as shown by the 802.1 Chair at those plenarys. b. the resolutions of the closing plenary. c. Such discussion notes as are supplied by the leaders and participants to the secretary *at the meeting*. Copies of the resolutions to be forwarded to the 802 Exec. Comm. will be provided to the 802.1 Chair by the Recording Sec. at the end of the 802.1 closing plenary. The above notes will be identified as to source by the person providing the notes. The Recording Sec. will include them at his/her discretion, but will not be responsible for checking or modifying the content. The brief minutes will be distributed by the Secretary before the next meeting, and will be available at the next meeting for production as a final markup for 802.1 records. The Recording Sec. will provide copies of items in the BRIEF_MINUTES that are machine readable to the 802.1 Chair for placement on the 802.1 FTP server as partial BRIEF_MINUTES. This will be done as soon as practicable.