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Introduction
This space document contains information with regards to storage, handling, and utilization of WARG Information/Data.
Meeting Notes (Meeting Minutes)
Every formally scheduled meeting will require meeting minutes in Confluence
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The naming convention in Meetings Overview should be followed
No need to retroactively enforce this scheme as going through previous meeting minutes will take forever. Let’s just try to stick with this going forwards!
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A link to the meeting minutes should be included in the google calendar description
see this leads meeting as an example
this helps keep data accessible to members!
All meeting minutes will go into the centralized Confluence Space
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Meeting minutes should contain a somewhat high level summary of what will be discussed in that meeting before the meeting so that attendees know what to expect from the meeting!
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During the meeting, information should be added to the meeting minutes to document the discussion as it occurs
This is done so anyone who missed the meeting can get a summary of what was discussed!
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Over time we want subteams (and leads meeting) to converge on a meeting minutes format though for now the variety is swag.
Data Handling Summary
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WARG will be using:
Asana to track:
Low Level Tasks
Confluence to track:
Documentation
Essentially anything we want to keep for a long time as reference for WARG members
High Level Program Direction
Engineering Analysis
The exception to this is engineering analysis on other WARG Platforms
Meeting Minutes
If meeting minutes are desired to be private Confluence has features to accommodate this
Google Calendar
To track meeting times, locations, and a link to meeting minutes
All WARG meetings should be documented and have meeting minutes
This automatically syncs to discord events
Discord
For communications
Private information (passwords) using private channels
Relocate “bookshelf” channels to Confluence
Onedrive
Media
Photos and videos for social media
Autonomy Model Training Photographs
Google Drive
Financial ledgers
Slide Deck Presentations
Other Services
Altium 365
Github
Etc.
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Do not store any WARG information on personal accounts.
If you have concerns with this or any edge cases please ping directors for assistance
This migration will be tough as these services are confusing and often difficult to use
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Please reach out for directors or other leads for guidance as these systems are new for all of us.
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The subpages contain information regarding each resource in specific while this overall page gives some key guidelines that are true across all of WARG’s platforms!
Key Guidelines
Do not store any WARG information on personal accounts.
Member Definition should not be maintaining warg-related information or work on personal services.
Of course some files can only be edited locally in which case we ask that such files be saved to a warg platform within 24hrs of modification!
Other files are only created locally (for example photos are created by cameras) and these files follow the same policy for being uploaded to the applicable warg platform within 24 hrs.
If you would like to use a new platform that WARG does not support yet for any reason please contact your leads! If youre a lead pleasr coordinate accordingly but if we choose to go forward ensure all passwords end up in the warg password storage system in accordance with this policy.
This policy is required for reasons found in https://uwarg-docs.atlassian.net/wiki/spaces/AD/pages/2321383428/Individual+Reliance
If this is accidentally violated at the very least ensure sharing permission has been given to the WARG email to WARG content.
For example if you make a WARG poll on your personal outlook instead of WARG outlook accidentally, no big deal, but just share the results with WARG accounts so leads can see it!
If possible do not delete general outdated information
Archiving is always preferable to deleting
It’s always good to reference in the future! Please note that because of Lead Term Guidelines and the (by design) relatively short term of all students on the team we need to keep stuff for reference for future generations!
Feel free to delete information that poses privacy concerns, this rule is specific to general information
Most modern platforms, including Confluence, offer a simple archiving feature, this is optimal and should be used in most cases
If the storage of the data is expensive and not worth it than of course it may make sense to delete though be careful
We can look into cold storage for these type of situations, please ask for discussion
Junk form submissions or accidental blurry photos are examples of simple pieces of data that have no possible future use may be deleted of course, but learn on the side of caution here!
If you have concerns with these or any edge cases please ping directors!
We are aware some platforms require unique handling. In such cases we would like to discuss and document handling procedures to ensure the spirit of these policies is maintained to the best of our abilities.
Whenever possible dates should follow https://en.wikipedia.org/wiki/ISO_8601 standard
This improves searchability and is easy to use in documentation.
This ISO 8601 is simply “YYYY-MM-DD” for most things.
If it is not possible to follow this date scheme due to platform enforced settings then that’s okay!
Privately store information via WARG accounts in accordance with:
If unsure how to do this for any platform please ask directors.
Platforms
Most WARG platforms are listed with their associated information as subpages. Some major platforms are in other places of this administration confluence space (i.e. Discord). Some services not included elsewhere are listed here. If you start a new platform and do not want to make a subpage just list it here.
Undocumented
TODO: document these
Asana
Low Level Tasks
Altium 365
Github
Documented
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