Communications Policy: Difference between revisions

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

• Collaborate clearly and effectively within HacDC.
• Communicate effectively with the general public.

This policy outlines the various methods of communication necessary to facilitate the mission of HacDC.

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.

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.

Ministerial E-Mail Addresses

These are rotating e-mail addresses forwarding to those currently holding the relevant title. They are subscribed by default to the appropriate internal organizational lists, allowing for easier changeover of positions.

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 e-mail addresses.

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

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 Minister should have access to each account.

Each key should only be considered valid if it is signed by the master HacDC GPG Key

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:

Web (Static Content)

Web (Dynamic Content)

Blog

Twitter

Livejournal

Phone

Jabber

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.