Beatrice: /* Documentation Checklist: After the Event */

2016-05-19T13:46:09Z

Documentation Checklist: After the Event

Beatrice: Created page with "=== Documentation Checklist: After the Event === '''Generate the documentation''' * Documentation lead to: Review the meeting notes collected; Make sure no notes are m..."

2016-05-19T13:44:47Z

Created page with "=== Documentation Checklist: After the Event === '''Generate the documentation''' * Documentation lead to: ** Review the meeting notes collected; ** Make sure no notes are m..."

New page

=== Documentation Checklist: After the Event ===

'''Generate the documentation'''

* Documentation lead to:
** Review the meeting notes collected;
** Make sure no notes are missing (follow up with note takers if that is the case);
** Organize the notes.

How to organize the session notes. Create:
* A folder for the event
* A folder for each day (if the meeting take places during more than one day)
* A folder for each session slot
* Within that, a folder for each actual session
Note: sometimes a session slot does not include multiple sessions, e.g. in the case of a lot dedicated to a collective exercise involving all participants at once, like a Spectrogram exercise.

* Once the notes are organized, they need to be stored.

Accordingly with the organizers' preferences, notes can be stored in a:
* Password protected webpage
* Text document
* Google Drive folder
* Other

Storing the documentation in a text document:
* This format requires all notes to be recorded as text. Therefore, all the notes collected as pictures need to be transcribed.
* Work on an .odt file, but always save the work as .pdf to share it externally
* Before sharing:
** Strip all editing metadata (track changes, comments, etc)
** Run spell check (English US)
** Advantage: this type of document does not need to be uploaded to the cloud, and if the recipients use encrpyted communications, it can also be shared securely.

Storing the documentation in a Google Drive folder:
* Advantage: practical for organizations regularly or necessarily using Google Drive for shared files.
* Disadvantage: the meeting's data are in the cloud. Not very secure.

'''Share the documentation'''

The documentation will be shared with:
* Co-organizers and partners first, for review and final approval;
* Then, once approved, with participants.

Documentation lead to:

* Draft and review "For you review" message to co-organizers/partners and selected reviewers
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc), and in editable format
** Verify all needed formats are provided/linked to

* Integrate feedback possibly received from co-organizers/partners and selected reviews

* Strip all editing metadata (track changes, comments, etc)
* Run spell check (English US)

* Draft and review "For you review" message to participants and interested parties
** Verify email addresses are complete and appropriate
** Verify any attached documents are "clean" (metadata, edit history, etc). Recommended format: .pdf
** Verify all needed formats are provided/linked to

* Circulate report for review by participants and interested parties

* Integrate feedback possibly received from participants and interested parties

* Strip all editing metadata (track changes, comments, etc)

* Run spell check (English US)

If the intention is to publish the event documentation:
* Agree where online the documentation should be posted (uploaded to a website in .pdf format; copied to a wiki page; etc.);
* Promote accordingly.

@@ Line 4: / Line 4: @@
 * Documentation lead to:
-** Review the meeting notes collected;
+** Review the meeting notes collected
-** Make sure no notes are missing (follow up with note takers if that is the case);
+** Make sure no notes are missing (follow up with note takers if that is the case)
-** Organize the notes.
+** Organize the notes
 How to organize the session notes. Create:
@@ Line 32: / Line 32: @@
 Storing the documentation in a Google Drive folder:
-* Advantage: practical for organizations regularly or necessarily using Google Drive for shared files.
+* Advantage: practical for organizations regularly or necessarily using Google Drive for shared files
-* Disadvantage: the meeting's data are in the cloud. Not very secure.
+* Disadvantage: the meeting's data are in the cloud. Not very secure
 '''Share the documentation'''
 The documentation will be shared with:
-* Co-organizers and partners first, for review and final approval;
+* Co-organizers and partners first, for review and final approval
-* Then, once approved, with participants.
+* Then, once approved, with participants
 Documentation lead to:
@@ Line 67: / Line 67: @@
 If the intention is to publish the event documentation:
-* Agree where online the documentation should be posted (uploaded to a website in .pdf format; copied to a wiki page; etc.);
+* Agree where online the documentation should be posted (uploaded to a website in .pdf format; copied to a wiki page; etc.)
-* Promote accordingly.
+* Promote accordingly

Documentation:Post-Event - Revision history

Beatrice: /* Documentation Checklist: After the Event */

Beatrice: Created page with "=== Documentation Checklist: After the Event === '''Generate the documentation''' * Documentation lead to: ** Review the meeting notes collected; ** Make sure no notes are m..."

Beatrice: Created page with "=== Documentation Checklist: After the Event === '''Generate the documentation''' * Documentation lead to: Review the meeting notes collected; Make sure no notes are m..."