On Fri, 26 Jun 2020 at 01:56, Craig Russell <apache....@gmail.com> wrote: > > > > > On Jun 25, 2020, at 3:23 PM, sebb <seb...@gmail.com> wrote: > > > > On Thu, 25 Jun 2020 at 19:45, Craig Russell <apache....@gmail.com > > <mailto: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. > > Why is that a problem? Folks are required to sign "annually". > > > >>> > >>> 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. > > That would be possible. We can also include a header like > Apache Conflict of Interest Policy > (March 2020) > > > > 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? > > It is a record of what the officer signed and when. We are requiring officers > to sign annually so I think it's important that we keep records of when these > documents are signed.
Agreed, so the index file should contain sufficient details to capture that agreement. > > 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. > > I think it's really simple as it is designed now. Everything is in the open, > available for audit/review. Only one thing to do once a year: add the <year> > directory and template file. Change the template file only if the board > updates it. > > Only problem I see is that it doesn't work due to some permissions problems. I agree it's simple to create the documents. It's not so simple to check if a person has signed in the last year. > Craig > > > >> Craig > >> > >> Craig L Russell > >> c...@apache.org <mailto:c...@apache.org> > Craig L Russell > c...@apache.org >
