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PolicyPages; MailingLists

This statement of policy has been proposed by GilbertHerschberger (15 August 2000). It is also a proposed prototype for policy discussion.

Introduction

Once a message is published on a mailing list, how can it be used properly? Once a mailing list has been created, how can it be shut down properly? A mailing list policy needs to be established. The establishment of policy and procedures for the JOS Project is an on-going process.

General mailing list policy

All opinions expressed on the mailing lists are property of their authors. They may not be quoted outside the mailing lists or the jos.org website without their permission. Copyright © 1997, 1998, 1999, 2000, 2001 by the contributing author(s) and all rights are hereby reserved. All material on this jos.org website and mailing lists are property of their corresponding author(s). The material may not be copied or quoted outside the mailing lists or jos.org website without express permission of the contributing author(s).

How to shut down a mailing list

Mailing lists come and go. When a mailing list is no longer being used, additional steps are required to bring closure. The following procedure illustrates the steps suggested for shutting down a mailing list.
  1. Announce the intention to shut down a mailing list on the mailing list and, if possible, on an announcement mailing list. All those who are currently subscribed to a mailing list should be notified ahead of time that its moderator intends to shut it down. Along with the announcement of intent, an alternative mailing list should be recommended.
  2. Give subscribers an opportunity to discuss issues. Following the announcement, subscribers should have ample opportunity to discuess any outstanding issues, including the availability of on-line mailing list archives.
  3. Subscribers should un-subscribe themselves. As each subscriber agrees with the intent to shut down a mailing list, they un-subscribe themselves.
  4. Post last message. The last message in a mailing list archive should summarize the information in any issues discuessed, provide an alternative mailing list, and include the following text: This mailing list has been shut down according to the mailing list policy at http://www.metamech.com/wiki/edit/Main/MailingListPolicy .
  5. Shut down When there are no more subscribers, the mailing list should be shut down. Shutting down a mailing list simply means the following: (1) No more subscribers will be accepted. (2) No more messages will be accepted. Shutting down a mailing list does not necessarily mean that its archives are taken off-line.
  6. Taking archives off-line Mailing list archives contain valuable information. If the on-line archives are moved or shut down, a snapshot of the mailing list archive should be posted as a download-able archive file, in one or more popular archive formats, such as .tar.gz and .zip.


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