Documentation:Post-Event

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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