On Thu, 25 Jun 2020 at 19:45, Craig Russell <apache....@gmail.com> wrote: > > Hi Sebb, > > Thanks very much for your review and comments. > > > On Jun 25, 2020, at 8:29 AM, sebb <seb...@gmail.com> wrote: > > > > AFAICT whilst the forms must be signed annually, that does not mean > > that the form must be signed at the start of each calendar year. > > Right. The only requirement is "annual" signing. > > > > The current COI file layout assumes a directory for each calendar year. > > I think that is going to cause complications. > > I don't think it will be a problem. Previous thinking on my part was to have > a "current year" link but that ended up being complicated. > > > > I think the directory structure should be flattened. > > When an officer signs a new form, it should replace the old one (if any). > > The signing date could be recorded in a separate index file. > > This is really complicating things unnecessarily. With the current structure, > if you have signed three times, there will be three files. If you sign in > 2024, that document will be in the 2024 directory. For example, > > cd documents/conflict-of-interest/2026; ls > > Gives you a list of everyone who signed in 2026. And anyone with credentials > can browse to > https://svn.apache.org/repos/private/documents/conflict-of-interest/ and see > the entire history.
As it stands, the COI form will only show people who have signed in the *current* calendar year. At the beginning of the year that is likely to be no-one, even if they signed as recently as a month or two ago. > > > > Or maybe the entry in the index file would be sufficient to record > > agreement? > > The reason I chose the current structure is so it's easy to tell if an > officer has signed "this year". When an officer is first elected/appointed, > they sign. Next year, they sign again. If they no longer have a position that > requires it, they don't sign until "next time". > > The board may change the policy from time to time, and if they change it, the > next time anyone signs it, they get the new policy. > > "All that is needed" is to create the directory 2021 and copy the > template.txt from 2020 to 2021 and we're ready for next year. > Seems to me the template could be in the parent (or sole) directory. If the template changes, update the single copy. However, I think the simplest would be to maintain a single index file with the signing details. Is there really any need to store a copy of the processed template file? However it could be emailed to the officer. If there was a need to validate which version of the template was agreed, that could be done by saving a hash of the file in the index. > Craig > > Craig L Russell > c...@apache.org >
