Documentation:At-Event

Documentation Checklist: At the Event

Who is involved:

• Facilitator
• Documentation lead
• Note takers (co-organizers; or participants, taking turns, not more than once during the event)

Checklist:

1. Facilitator to explain notes capture model in opening circle

2. Documentation lead to follow at-event notes capture processes per session type

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:

• Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
• Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
• Name of the meeting. Write it capitalized
• Name of the session. Write it lower case
• Content type. Write it capitalized, e.g. "Notes"
• Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:

• Never use punctuation or spaces when creating file names
• Always save notes in inter-operable, hopefully-open formats:
  • Text as .txt or .pdf
  • Images as .png or .jpg files