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This policy is meant to clarify how communications are handled at HacDC.  We have an obligation to:
Our general communications policy is simple:


* Collaborate clearly and effectively within HacDC.
# Pick a system that works to facilitate communication
* Communicate effectively with the general public.
# Use it
 
# Don't change it unless it's failing.
This policy outlines the various methods of communication necessary to facilitate the mission of HacDC.


== E-Mail ==
== E-Mail ==


E-mail is the front line of contact between HacDC and the outside world.  It is also how most contact happens within the organization.  The communications policy spells out how e-mail is to be used by HacDC for maximum effectiveness and mibs.
E-mail is the most common method of communication within HacDC and between HacDC and the outside world.


=== Member E-mail Addresses/Aliases ===
=== Public E-mail Lists ===


Each member is entitled to an @hacdc.org e-mail account.  HacDC shall offer hosting for @hacdc.org e-mail accounts or offer the option of forwarding to the member's chosen e-mail address.  Member e-mail shall not be archived, except as chosen by the member in a hosted e-mail account.
Our public lists, which anyone can sign up for, are:


=== Ministerial E-Mail Addresses ===
* [http://hacdc.org/mailman/listinfo/announce_hacdc.org [email protected]] : A moderated, weekly update list designed to keep the general public informed about what's happening, what's been discussed and what's coming up at HacDC.
* [http://hacdc.org/mailman/listinfo/blabber_hacdc.org [email protected]] : Our completely unmoderated and public open discussion forum covering a wide range of topics and questions.


These are rotating e-mail addresses forwarding to [[The Ministers|those currently holding the relevant title]].  They are subscribed by default to the appropriate [[#Internal E-mail Addresses|internal organizational lists]], allowing for easier changeover of positions.
=== Public POC E-mail ===


{| cellpadding="2" style="text-align:left" border="1"
All inquiries from the outside world, via e-mail, should go to [[info@hacdc.org]].  This is a [[Wikipedia:Ticket_tracking|ticket tracking]] system that helps ensure incoming issues are routed appropriately.
|-
! E-mail address !! Aliases !! Member !! Currently Forwarding To
|-
| coordinatorinchief@
| (None)
| [[Coordinator in Chief]]
| [[User:Q]]
|-
| keeperofthemibs@
| (None)
| [[Keeper of the MIBS]]
| [[User:database9]]
|-
| financeminister@
| (None)
| [[Minister of Finance]]
| [[User:nickfarr]]
|-
| informationminister@
| (None)
| [[Minister of Information]]
| [[User:allirense]]
|-
| atlargedirector1@
| (None)
| [[At Large Director 1]]
| [[User:1057]]
|-
| atlargedirector2@
| (None)
| [[At Large Director 2]]
| [[User:koeppel]]
|}
 
=== Public Mailing Lists ===


Our public lists, which anyone can sign up for, are:
[[[email protected]]] may be used within the web page, wiki, on documents, flyers, etc. as a way for those outside HacDC to contact the organization.


* [http://hacdc.org/mailman/listinfo/announce_hacdc.org [email protected]] (Low traffic, moderated)
=== Internal/Member E-mail Addresses/Aliases ===
* [http://hacdc.org/mailman/listinfo/blabber_hacdc.org [email protected]] (High traffic, unmoderated)


''Nobody'' is automatically subscribed to these lists, but everyone on our members list has been invited and new members will continue to be invited to them.  You can encourage all your friends to sign up for them.
Each member is entitled to an @hacdc.org e-mail account.  HacDC shall offer hosting for @hacdc.org e-mail accounts or offer the option of forwarding to the member's chosen e-mail address. Member e-mail shall not be archived, except as chosen by the member in a hosted e-mail account.
 
=== Internal E-mail Addresses ===


These addresses are the internal contact addresses within HacDC.  They are not necessarily private, though we should encourage the public to contact us through one of the [[#Organizational Contact E-mail Addresses|organizational e-mail addresses]].
=== Internal E-mail Lists/Accounts ===


{| cellpadding="2" style="text-align:left" border="1"
{| cellpadding="2" style="text-align:left" border="1"
|-
|-
! E-mail address !! Aliases !! Purpose !! Group/Person Served !! List Members !! Archived by
! E-mail address !! Purpose !! List Members !! Archived by
|-
|-
| advisors@
| advisors@hacdc.org
| (None)
| A discussion forum for the HacDC [[Advisory Council]], where HacDC solicits advice and council.
| List for people who are not members but are nonetheless important to HacDC.  All members have been invited, and any prospective and former members should be encouraged to join this list
| [[Advisory Council]], Members
| [[Advisory Council]]
| (Subject to Member Review)
| Mailman
| Mailman
|-
|-
| bod@
| bod@hacdc.org
| theboard, ministersplustwo
| Contact list for the Board of Directors
|
| [[The Board of Directors]]
| [[The Board of Directors]]
| ministers, atlargedirector1, atlargedirector2
| Mailman
|-
| members@
| (None)
| This list has been uncapped, and it will probably become a VERY noisy list.  HONORARY members are entitled to be on this list if they so choose.
| [[:Category:Members|The Members]]
| [[:Category:Members|The Members]]
| Mailman
| Mailman
|-
|-
| members-announce@
| finance@hacdc.org
| (None)
| E-mail account for all things relating to HacDC Finances
| This list is moderated by the ministers and is designed to supply only essential traffic for members.  In theory, a weekly update of happenings on all the other lists,  the meeting agenda, and last week's meeting minutes go on this list.  Also for emergencies (i.e. the church is burning down).  EVERY MEMBER HAS BEEN AUTO SUBSCRIBED to this list.  HONORARY members are entitled to be on this list if they so choose.
| [[The Minister of Finance]]
| [[:Category:Members|The Members]]
| Archived E-Mail (7 year retention cycle)
| [[:Category:Members|The Members]]
| Mailman
|-
|-
| ministers@  
| members@hacdc.org
| theministers, officers, command, thanklessjob
| Open, unmoderated discussion for HacDC Voting and Non-Voting (i.e. Honorary) Members
| To simplify things, and prevent one-admin-hijacking in the future, all ministers and shadow ministers e-mail traffic is expected to go here.
| [[:Category:Members|The Members]], [[:Category:Honorary Members|Honorary Members]]
| [[The Ministers]]
| coordinatorinchief, keeperofthemibs, financeminister, informationminister, ''shadow ministers''
| Mailman
| Mailman
|}
=== Organizational Contact E-mail Addresses ===
These are e-mail addresses that are public.  They may be used within the web page, wiki, on documents, flyers, etc. as a way for people to contact members serving that particular function.  Each generic list should also have an archival function associated with it, either an archive e-mail address or a web archive available only to members of the list.
Replies shall be handled by members from whatever e-mail address they choose to reply from.  However, '''all replies must cc: the original contact list.'''
The following are the current OC e-mail addresses
{| cellpadding="2" style="text-align:left" border="1"
|-
! E-mail address !! Aliases !! General Purpose !! Primary Contact !! List Members !! Archived by
|-
|-
| info@  
| members-announce@hacdc.org
| press, help, abuse, *
| Moderated, essential traffic for members.  Primary distribution method for weekly members update, meeting minutes and agendas and emergencies.
| General inquiries and contact, catch-all
| [[:Category:Members|The Members]], [[:Category:Honorary Members|Honorary Members]]
| [[Coordinator in Chief]]
| [[The Ministers]]
| Mailman
| Mailman
|-
|-
| web@
| ministers@hacdc.org
| www, blog, wordpress, wiki, mediawiki
| Primary contact address for the administrators of HacDC, designed for use by members to address specific concerns and by ministers to keep each other updated on minor administrative action.
| Web page design, inquiries, WordPress administrative requests
| [[The Ministers]], [[Shadow Ministers]]
| [[Minister of Information]]
| [[Web Team]]  
| Mailman
| Mailman
|-
|-
| compliance@
| news@hacdc.org
| irs, dcra, dmca, theman
| Primary contact list for the PR team of HacDC, designed to help members and associates get events publicised via HacDC's public e-mail lists, blog, twitter, etc.
| Corporate paperwork, things we really cannot let slip by the wayside
| [[Keeper of the Mibs]]
| [[The Ministers]]
| Mailman
| Mailman
|-
| news@
|
| Send info here on items/events that should be blogged on http://hacdc.org/
|
|
|
|}
=== Static Organization E-mail Address ===
Static contact e-mail addresses should be used very sparingly for a particular justified purpose.  These are actual e-mail accounts @hacdc.org.  Only a relevant [[The Ministers|Minister ]] should have access to each account.
''Each key should only be considered valid if it is signed by the master HacDC GPG Key''
{| cellpadding="2" style="text-align:left" border="1"
|-
! E-mail address !! Aliases !! General Purpose !! Respnonsible Parties !! Key ID !! Justification
|-
| finance@
| paypal, donations, fundraising
| Everything dealing directly with money
| [[Minister of Finance]]
| NO KEY YET
| Financial transactions and details should not be sent to a list
|-
| secure@
| gpg, pgp
| Anyone who wishes to securely communicate with HacDC
| [[Coordinator in Chief]], [[Minister of Finance]]
| NO KEY YET
| Secure communications to be re-wrapped and sent by HacDC, Address associated with HacDC GPG key and other certificates
|}
|}


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|}
|}


== Web (Static Content) ==
== Web Presence ==
 
=== Homepage/Blog: hacdc.org ===
 
Our main website is run on [[Wikipedia:WordPress|WordPress]] and functions primarily as a blog.  Static content on the webpage is managed through various WordPress document templates.


== Web (Dynamic Content) ==
=== Wiki ===


=== Blog ===
Our wiki is run on [[Wikipedia:MediaWiki|MediaWiki]].  You're most likely reading it now.


=== Twitter ===
=== Twitter ===


Our twitter is [http://twitter.com/hacdc hacdc]
Our twitter is [http://twitter.com/hacdc hacdc].


=== Livejournal ===
=== Livejournal ===
Our Livejournal is [http://www.livejournal.com/hacdc hacdc]


== Phone ==
== Phone ==


We don't have a HacDC phone line yet, but [[Project Red Phone]] is working on it.
Our Phone number is (202) 595-2274, but it's not hooked up yet.  [[Project Red Phone]] is working on it.


== Jabber ==
== Jabber ==
We use the jabber services provided by [http://hackerspaces.org/wiki/Communication hackerspaces.org]


== IRC ==
== IRC ==

Revision as of 05:57, 21 November 2008

Our general communications policy is simple:

  1. Pick a system that works to facilitate communication
  2. Use it
  3. Don't change it unless it's failing.

E-Mail

E-mail is the most common method of communication within HacDC and between HacDC and the outside world.

Public E-mail Lists

Our public lists, which anyone can sign up for, are:

  • [email protected] : A moderated, weekly update list designed to keep the general public informed about what's happening, what's been discussed and what's coming up at HacDC.
  • [email protected] : Our completely unmoderated and public open discussion forum covering a wide range of topics and questions.

Public POC E-mail

All inquiries from the outside world, via e-mail, should go to [email protected]. This is a ticket tracking system that helps ensure incoming issues are routed appropriately.

[email protected] may be used within the web page, wiki, on documents, flyers, etc. as a way for those outside HacDC to contact the organization.

Internal/Member E-mail Addresses/Aliases

Each member is entitled to an @hacdc.org e-mail account. HacDC shall offer hosting for @hacdc.org e-mail accounts or offer the option of forwarding to the member's chosen e-mail address. Member e-mail shall not be archived, except as chosen by the member in a hosted e-mail account.

Internal E-mail Lists/Accounts

E-mail address Purpose List Members Archived by
[email protected] A discussion forum for the HacDC Advisory Council, where HacDC solicits advice and council. Advisory Council, Members Mailman
[email protected] Contact list for the Board of Directors The Board of Directors Mailman
[email protected] E-mail account for all things relating to HacDC Finances The Minister of Finance Archived E-Mail (7 year retention cycle)
[email protected] Open, unmoderated discussion for HacDC Voting and Non-Voting (i.e. Honorary) Members The Members, Honorary Members Mailman
[email protected] Moderated, essential traffic for members. Primary distribution method for weekly members update, meeting minutes and agendas and emergencies. The Members, Honorary Members Mailman
[email protected] Primary contact address for the administrators of HacDC, designed for use by members to address specific concerns and by ministers to keep each other updated on minor administrative action. The Ministers, Shadow Ministers Mailman
[email protected] Primary contact list for the PR team of HacDC, designed to help members and associates get events publicised via HacDC's public e-mail lists, blog, twitter, etc. [email protected] Mailman

Project Contact E-Mail Addresses

Each ongoing project must have an e-mail address associated with it. The e-mail address may be an alias for the project coordinator, a discussion list for the project as a whole or an alias to info@ so The Ministers may be able to send project inquiries to the correct relevant parties. In any case, the status of each project contact e-mail must be documented here:

E-mail address Aliases General Purpose Delivery Mechanism Archived?
multi-touch-int-display@ (None) Discussion list for the HacDC Multi-touch device Project. Mailman via hacdc.org Yes
museum@ (None) Discussion list for the HacDC Museum Project. Mailman via hacdc.org Yes
neighborhoodwireless@ (None) Discussion list for the Columbia Heights Wireless Project. Mailman via hacdc.org Yes
smartclothing@ (None) Discussion list for the Smart Clothing Project. Mailman via hacdc.org Yes
micromondays@ (None) Discussion list for the Microcontroller Course Mailman via hacdc.org Yes

Web Presence

Homepage/Blog: hacdc.org

Our main website is run on WordPress and functions primarily as a blog. Static content on the webpage is managed through various WordPress document templates.

Wiki

Our wiki is run on MediaWiki. You're most likely reading it now.

Twitter

Our twitter is hacdc.

Livejournal

Our Livejournal is hacdc

Phone

Our Phone number is (202) 595-2274, but it's not hooked up yet. Project Red Phone is working on it.

Jabber

We use the jabber services provided by hackerspaces.org

IRC

IRC is another method of communication for HacDC. It is a great way to keep in touch or have meetings with groups of people separated by distances.

Members of HacDC (and a few Friends of HacDC) maintain the IRC channel #hacdc at freenode.org. This is the officially recognized channel where The Ministers and/or designates are expected to provide information on HacDC and discuss HacDC projects and activities.

Projects whose communities rely on IRC are encouraged to start their own IRC channels or actively participate in existing channels.

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