Documentation:Post-Event

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