[Infrastructure] Meeting recordings

[Martijn Katerbarg]

All,

I’m pretty much ready to launch a scheduled command to automatically send out meeting recordings to the CABF management list after each teleconference. A screenshot of the template used is attached here (with obfuscated details).

 

Do we want to pass this by the Management list or Forum call prior to enabling?

Another question that needs answering before we enable this: currently recordings are not auto-removed. We discussed enabling auto-removal, and I believe we’ve settled on 60 days. Are we all satisfied with that?

As an alternative, the WebEx API does allow for direct download of recordings. So my final question here is: If we have storage available, would we want to download a copy of each recording for archival and “just in case” purposes?

 

Regards,

Martijn

[Dean Coclin]

Recordings are only used by the minute takers to assist in that task. After that they should be destroyed.

 

I’m currently receiving recording emails after the CSCWG and the regular CABF meetings

 

Dean Coclin

 

 

[Paul van Brouwershaven]

Thanks Martijn, looks good!

I think this was discussed at the face to face twice now and I don't remember hearing any concerns.

I would be good to notify chairs in advance (maybe through the management list) so that this can be stated at the beginning of the meeting.

60 days seems fine for me, is there a way to mark a video to retain it longer if needed?

I would not download each recording; we could retain the transcript (in the member tools db?) if we think that could be useful. But also here the question would be, for how long (think about privacy etc).

---

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Martijn Katerbarg via Infrastructure <infrast...@cabforum.org>
Sent: Thursday, March 7, 2024 10:22
To: infrast...@cabforum.org <infrast...@cabforum.org>
Subject: [EXTERNAL] [Infrastructure] Meeting recordings

 

All,

I’m pretty much ready to launch a scheduled command to automatically send out meeting recordings to the CABF management list after each teleconference. A screenshot of the template used is attached here (with obfuscated details).

 

Do we want to pass this by the Management list or Forum call prior to enabling?

Another question that needs answering before we enable this: currently recordings are not auto-removed. We discussed enabling auto-removal, and I believe we’ve settled on 60 days. Are we all satisfied with that?

As an alternative, the WebEx API does allow for direct download of recordings. So my final question here is: If we have storage available, would we want to download a copy of each recording for archival and “just in case” purposes?

 

Regards,

Martijn

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

[Martijn Katerbarg]

Dean,

 

During the F2F it was discussed to distribute the recordings to the management list for all members to listen back. Several members have expressed this desire and there was consensus in doing so as long as the recordings are removed after a certain time.

 

Regards,

Martijn

[Dean Coclin]

Is there anything that prevents those recipients from downloading and storing those recordings indefinitely?

[Martijn Katerbarg]

There is not. However it was argued that even today, that’s already a possibility to do so, and Tim pointed out that recordings have from time to time been shared upon request in the past.

[Paul van Brouwershaven]

We can disable downloads in Webex via "Prevent the downloading of recordings", I think this would be a good thing to do:

Should we include something like this in the email template:

The recording of CA/Browser Forum meetings are solely intended for the following purposes:

   - To provide an opportunity for members to watch/listen back to the discussions (e.g., for those who were unable to attend the meeting).

   - To facilitate the taking of accurate meeting minutes.

It's strictly prohibited to:

   - Distribute or grant access to the recordings to any individuals who are not members of the CA/Browser Forum. 

   - Publishing or distributing excerpts, quotations, or transcripts of the recordings to non-members without explicit consent from the participating forum members and the forum chair.

Recordings will be retained for a period of 60 days following the date of the related meeting. After this period, recordings will be automatically deleted.

---

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Dean Coclin via Infrastructure <infrast...@cabforum.org>
Sent: Thursday, March 7, 2024 14:59
To: Martijn Katerbarg <martijn....@sectigo.com>; infrast...@cabforum.org <infrast...@cabforum.org>
Subject: [EXTERNAL] Re: [Infrastructure] Meeting recordings

 

Is there anything that prevents those recipients from downloading and storing those recordings indefinitely?

 

 

 

 

 

From: Martijn Katerbarg <martijn....@sectigo.com>
Sent: Thursday, March 7, 2024 8:56 AM
To: Dean Coclin <dean....@digicert.com>; infrast...@cabforum.org
Subject: Re: Meeting recordings

 

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

[Martijn Katerbarg]

Thanks for finding that Paul!  I agree on adding the text to the email.

 

@Dean any further concern from your end, if we disable actual downloads?

 

If not, let me raise this to the management list to see if there’s any further concerns before we enable this.

 

Regards,

Martijn

 

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Paul van Brouwershaven via Infrastructure <infrast...@cabforum.org>
Date: Thursday, 7 March 2024 at 15:51
To: Dean Coclin <dean....@digicert.com>, infrast...@cabforum.org <infrast...@cabforum.org>
Subject: Re: [Infrastructure] Meeting recordings

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

 

We can disable downloads in Webex via "Prevent the downloading of recordings", I think this would be a good thing to do:

 

 

Should we include something like this in the email template:

The recording of CA/Browser Forum meetings are solely intended for the following purposes:

   - To provide an opportunity for members to watch/listen back to the discussions (e.g., for those who were unable to attend the meeting).

   - To facilitate the taking of accurate meeting minutes.

 

It's strictly prohibited to:

   - Distribute or grant access to the recordings to any individuals who are not members of the CA/Browser Forum. 

   - Publishing or distributing excerpts, quotations, or transcripts of the recordings to non-members without explicit consent from the participating forum members and the forum chair.

 

Recordings will be retained for a period of 60 days following the date of the related meeting. After this period, recordings will be automatically deleted.

 

---

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Dean Coclin via Infrastructure <infrast...@cabforum.org>
Sent: Thursday, March 7, 2024 14:59
To: Martijn Katerbarg <martijn....@sectigo.com>; infrast...@cabforum.org <infrast...@cabforum.org>
Subject: [EXTERNAL] Re: [Infrastructure] Meeting recordings

 

Is there anything that prevents those recipients from downloading and storing those recordings indefinitely?

 

 

 

 

 

From: Martijn Katerbarg <martijn....@sectigo.com>
Sent: Thursday, March 7, 2024 8:56 AM
To: Dean Coclin <dean....@digicert.com>; infrast...@cabforum.org
Subject: Re: Meeting recordings

 

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

[Dean Coclin]

I think that is a good solution, thanks Paul.

[Dimitris Zacharopoulos (HARICA)]

Thanks Paul, this is indeed a useful option to enable. I think we need to draft some policy around this. If I remember correctly (and I need to check the draft minutes), I was supposed to draft that language and send something to the management list.

I am currently swamped with my backlog but it's on my TODO list for the following weeks. Is this something we need to address urgently?


Thanks,
Dimitris.

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

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Infrast...@cabforum.org
https://lists.cabforum.org/mailman/listinfo/infrastructure

[Martijn Katerbarg]

Infrastructure Thursday, 7 March at 19:36

Is this something we need to address urgently?

No, I wouldn't say so.  We can pick this up once you're satisfied with the policy.

Thanks,
Martijn

---

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Dimitris Zacharopoulos (HARICA) via Infrastructure <infrast...@cabforum.org>
Sent: Thursday, March 7, 2024 7:36:36 PM
To: infrast...@cabforum.org <infrast...@cabforum.org>

Subject: Re: [Infrastructure] Meeting recordings

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

[Dimitris Zacharopoulos (HARICA)]

On 7/3/2024 3:53 μ.μ., Dean Coclin via Infrastructure wrote:

Recordings are only used by the minute takers to assist in that task. After that they should be destroyed.

 

I’m currently receiving recording emails after the CSCWG and the regular CABF meetings

Hi Dean,

You receive links to those recordings. I periodically delete the recordings from the WebEx server. If you have local copies downloaded to your computer, you should delete them after the minutes are approved.

I think Paul found an option that we can enable on WebEx that protects the recordings from being downloaded. We can explore that path for more control.


Thanks,
Dimitris.

 

Dean Coclin

 

 

 

From: Infrastructure <infrastruct...@cabforum.org> On Behalf Of Martijn Katerbarg via Infrastructure
Sent: Thursday, March 7, 2024 4:22 AM
To: infrast...@cabforum.org
Subject: [Infrastructure] Meeting recordings

 

All,

I’m pretty much ready to launch a scheduled command to automatically send out meeting recordings to the CABF management list after each teleconference. A screenshot of the template used is attached here (with obfuscated details).

 

Do we want to pass this by the Management list or Forum call prior to enabling?

Another question that needs answering before we enable this: currently recordings are not auto-removed. We discussed enabling auto-removal, and I believe we’ve settled on 60 days. Are we all satisfied with that?

As an alternative, the WebEx API does allow for direct download of recordings. So my final question here is: If we have storage available, would we want to download a copy of each recording for archival and “just in case” purposes?

 

Regards,

Martijn

[Dimitris Zacharopoulos (HARICA)]

On 7/3/2024 4:51 μ.μ., Paul van Brouwershaven via Infrastructure wrote:

We can disable downloads in Webex via "Prevent the downloading of recordings", I think this would be a good thing to do:

I enabled this option and set the retention to 180 days for now (the default was 2160 days). See below.

Should we include something like this in the email template:

The recording of CA/Browser Forum meetings are solely intended for the following purposes:

   - To provide an opportunity for members to watch/listen back to the discussions (e.g., for those who were unable to attend the meeting).

   - To facilitate the taking of accurate meeting minutes.

It's strictly prohibited to:

   - Distribute or grant access to the recordings to any individuals who are not members of the CA/Browser Forum. 

   - Publishing or distributing excerpts, quotations, or transcripts of the recordings to non-members without explicit consent from the participating forum members and the forum chair.

Recordings will be retained for a period of 60 days following the date of the related meeting. After this period, recordings will be automatically deleted.

I propose some changes to the email template:

The recording of CA/Browser Forum meetings are solely intended for the following purposes:

   - To provide an opportunity for authorized members (i.e. those who would otherwise be allowed to attend the meeting) to watch/listen back to the discussions

   - To facilitate the taking of accurate meeting minutes.

It's strictly prohibited to:

   - Distribute or grant access to the recordings to any individuals who are not members of the CA/Browser Forum. 

   - Publishing or distributing excerpts, quotations, or transcripts of the recordings to non-members without explicit consent from the participating forum members and the forum chair.

Recordings will be retained for a period of 90 days following the date of the related meeting. After this period, recordings will be automatically deleted. Recordings may be deleted after the related meeting minutes are approved by the Forum or the corresponding Working Group or Subcommittee.

Thoughts?

I can add this topic to the agenda of the Forum Teleconference unless people would prefer to have a discussion at the Infrastructure subcommittee first.


Dimitris.

---

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Dean Coclin via Infrastructure <infrast...@cabforum.org>
Sent: Thursday, March 7, 2024 14:59
To: Martijn Katerbarg <martijn....@sectigo.com>; infrast...@cabforum.org <infrast...@cabforum.org>
Subject: [EXTERNAL] Re: [Infrastructure] Meeting recordings

 

Is there anything that prevents those recipients from downloading and storing those recordings indefinitely?

 

 

 

 

 

From: Martijn Katerbarg <martijn....@sectigo.com>
Sent: Thursday, March 7, 2024 8:56 AM
To: Dean Coclin <dean....@digicert.com>; infrast...@cabforum.org
Subject: Re: Meeting recordings

 

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.

_______________________________________________
Infrastructure mailing list
Infrast...@cabforum.org
https://lists.cabforum.org/mailman/listinfo/infrastructure

[Martijn Katerbarg]

I can incorporate the text in the template.

 

> I can add this topic to the agenda of the Forum Teleconference unless people would prefer to have a discussion at the Infrastructure subcommittee first.

 

I’d suggest we do bring it up at the Forum level, even if it’s just to announce and see if there are any objections, before we actually start this.

Martijn

 

From: Infrastructure <infrastruct...@cabforum.org> on behalf of Dimitris Zacharopoulos (HARICA) via Infrastructure <infrast...@cabforum.org>
Date: Thursday, 14 March 2024 at 08:31
To: infrast...@cabforum.org <infrast...@cabforum.org>
Subject: Re: [Infrastructure] Meeting recordings

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

 

 

On 7/3/2024 4:51 μ.μ., Paul van Brouwershaven via Infrastructure wrote:

Dean,

Any email and files/attachments transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If this message has been sent to you in error, you must not copy, distribute or disclose of the information it contains. Please notify Entrust immediately and delete the message from your system.