[Ofa_boardplus] OFA Collaboration via Zoom

[Pappas, Jim]

Through several years of participating in, and running many BODs, we have received consistent legal advice to not record board meetings.    From memory, the rationale is as follows:

- Board minutes are discoverable, which is why board minutes typically capture outcomes, but not the full dialog of every discussion.
- Board minutes receive broad scrutiny, correction, and voting before they become final minutes, and are recorded in the organization’s records.
- If BOD meetings are also audio or audio/video recorded, then the full discussion of every board meeting is also now discoverable, but does not have that level of scrutiny, correction, and voting.
- Anything recorded, irrespective of procedures and policies, should be considered to live forever.
- The risk of the above, is that any comments made during the meeting (even if verbally corrected), can still be taken and used out of context in a court of law
- If any entity, past or present, believes that they were harmed by the OFA, it would be unwise to have audio or audio/video recordings of the board minutes for the above reasons.   Legal actions against the entire organization, or individual board members could ensue.

While mandatory for the BOD meetings… I believe it is also good organizational hygiene to have a no-recording policy for all meetings of the organization.

/Jim


On 10/6/17, 10:31 AM, "Ofa_boardplus on behalf of Coulter, Susan K" <ofa_boardplus-bounces at lists.openfabrics.org on behalf of skc at lanl.gov> wrote:

    
    We suggested recording the XWG, and possibly Board calls several months ago.
    Intel was strongly against it, to the point of threatening not to participate if we turned on the recording.
    The Intel representative was quite surprised to find out that Intel personnel were participating in OFIWG calls that were recorded.
    So we gave up on that idea.
    
    > On Oct 6, 2017, at 11:12 AM, Paul Grun <grun at cray.com> wrote:
    > 
    > Before we started doing recordings in OFIWG we were pretty careful to poll the members as to whether there was any objection or not.  There was none.  Since the use of recordings in OFIWG has become institutionalized, we haven’t gone back and re-polled for objections.
    >  
    > In the case of OFIWG, the recordings are archived by Cisco, and links to them are contained in the written minutes of each meeting.  On the whole it works quite well, but there are some minor glitches.
    >  
    > -Paul
    >  
    > From: Ofa_boardplus [mailto:ofa_boardplus-bounces at lists.openfabrics.org] On Behalf Of Jim Ryan
    > Sent: Friday, October 06, 2017 9:37 AM
    > To: Jason Gunthorpe <jgunthorpe at obsidianresearch.com>
    > Cc: ofa_boardplus at lists.openfabrics.org, <ofa_boardplus at lists.openfabrics.org>; Ken Strandberg <ken at catlowcommunications.com>; Coulter, Susan K <skc at lanl.gov>
    > Subject: Re: [Ofa_boardplus] OFA Collaboration via Zoom
    >  
    > Jason, thanks, these comments continue to be extremely helpful. When I was learning to use Zoom I tried the recording feature it was great. I know Paul and Sean use this for the OFIWG meetings and they value it.
    >  
    > I feel slightly uncomfortable stating this, but I believe there are those who prefer not to be recorded. I'm offering this as a gentle caution. I expect anyone who needs to will speak up on their own behalf.
    >  
    > Again, wonderful comments
    >  
    > thanks so much, Jim
    >  
    > On Fri, Oct 6, 2017 at 9:30 AM, Jason Gunthorpe <jgunthorpe at obsidianresearch.com> wrote:
    > On Thu, Oct 05, 2017 at 08:10:19PM +0000, Coulter, Susan K wrote:
    > >
    > > To summarize Jim's request below???
    > >
    > > Please respond if you could make use a tool like Zoom for any of
    > > your OFA-related conference calls and collaborations.
    > 
    > One suggestion is that Zoom has a recording feature and provides
    > cloud storage for the recordings.
    > 
    > IMHO, the public working group meetings would be well served to have
    > an archive of public recordings. I would hope this would encourage
    > more participation as people who cannot make the meetings can still
    > review the calls.
    > 
    > I would have liked to have this capability for the recent Linux
    > maintainers call.
    > 
    > Overall, I feel that something like this is a sensible thing for the
    > OFA to do in terms of creating a neutral collaborative space.
    > 
    > Jason
    
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    Susan Coulter 
    LANL / USRC / HPC-DES
    Network Lead
    (505) 412-6525
    “Once in a while you get shown the light
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