CISC Administrative Guidelines

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7. Documentation

It is imperative that activities of the CISC groups be documented and made available to all to ensure that there is awareness among parties of all activities being undertaken by order to make documents accessible to the public. The Commission will post documents on its Website and make them available at its Public Examination Room.

In order to meet this requirement, the following documents must be prepared as appropriate:

7.1 Agenda

Agenda must be prepared for each meeting, distributed to the relevant list, and posted to the Commission Website at least 5 business days before the meeting;

7.2 Minutes

Draft minutes must be prepared, distributed, and posted to the Commission Website no later than 5 business days after the meeting. Details of discussions may be included in minutes, however they must be reflected in TIFs. Minutes should include references to TIFs. An action registry will also be included with the minutes. When minutes are finalized, they should be posted to replace the draft version.

Meeting attendees are not to prepare verbatim meeting records (e.g., tape recordings) without the prior consent of all participants.

7.3 Message / Memorandum / Letter

Communications for the exchange of information between WGs should usually be prepared by, and transmitted between, the WGs Chairs.

7.4 Communications with External Agencies

Any letter sent by a WG to external agencies or government bodies (e.g. NANC, CRTC, FCC) must go through the Steering Committee.

7.5 Distribution List

Distribution lists for the SC and WGs must be maintained and participation of individuals recorded. The WG Chair is responsible for maintaining her/his WG's list and the lists shall be reviewed twice a year by the Steering Committee.

Members of each WGs are responsible for ensuring that their coordinates are up-to-date on the distribution lists. When a member's coordinates are no more valid, the Chair is responsible of notifying the party, using the main CISC Interested Parties list, that their representative's name will be removed from the WG's distribution list.

7.6 Task Information Form (TIF) - Refer to Appendix 2

The TIF shall be prepared by its sponsor. The TIF sponsor must forward all TIF updates within 5 business days following the meeting at which the TIF was discussed. Details of discussions must be also included in TIFs, and may be set out in the meeting minutes. The last entry in a TIF diary should be marked "DRAFT" until it is approved as final by the WG.

The Chair of the WG to which the task is assigned is responsible for ensuring that the TIF is properly maintained by the task sponsor as well as for ensuring that it is posted to the CRTC Website and distributed.

7.7 Contribution - Refer to Appendix 3

Contributions are prepared by any WG party and distributed to all other WG members. The WG Chair will ensure that it is sent to the CRTC Website Administrator. The Contribution will be discussed at the WG meeting scheduled five or more business days after the distribution date. The WG Chair is responsible for maintaining the WG Contribution Register. (See Appendix 3)

7.8 Dispute Information Form (DIF) - Refer to Appendix 4

A DIF is prepared by the party initiating the dispute and distributed to those persons on the WG distribution list 5 business days before the WG meeting. The DIF shall include the position of the party initiating the dispute.

7.9 Dispute Position - Refer to Appendix 5

Parties shall prepare their dispute positions and distribute to those persons on the WG distribution list within 7 business days following the WG meeting where the dispute is discussed.

7.10 TIF Report - Refer to Appendix 6

The TIF sponsor shall keep the TIF it up to date and prepare a report when the task is completed. When work on a TIF terminates, the TIF sponsor prepares a report and distribute it to those persons on the distribution list 5 days before the next meeting.

7.11 WG Status Report - Refer to Appendix 7

The WG chair is responsible for issuing to the SC a status report by the third Friday of each month, unless identified that no activity was done.

7.12 Disputes Status Log - Refer to Appendix 8

The Commission staff will prepare a disputes status log and present it at the SC.

7.13 Submission of Files - Refer to Appendix 9

All documents presented or prepared within a WG must be forwarded by the Chairs to the CRTC Website Administrator for placement. In addition, hard copies of all approved documents must be forwarded to the Commission. This would include approved meeting minutes, contributions, final version of TIFs, forms associated with disputes and Reports and the like. Instructions for sending files to the CRTC are provided in Appendix 9.

The CISC Website page is designed with sections for the SC and for each WG. In addition, there are sections for specific document types.

CRTC administrative staff is responsible for posting documents to the CRTC CISC Web page. When sending electronic documents to Commission staff for posting, WG Chairs should indicate where on the CISC page the documents are to be placed, and should provide other information as outlined below.

Note that confidential documents should not be sent to this address. Alternate arrangements have to be made to deliver confidential documents to the Commission.

7.14 File Naming Convention - Refer to Appendix 10

A file name shall be assigned to each document by the appropriate Chair. The name shall be prepared pursuant to the File Naming Convention provided in Appendix 10.

7.15 Document Control

[This section will be completed later]

Table of Documents to be distributed:

Date modified:

2011-04-01