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Electronic Working methods

Electronic Working methods . Sami Trabulsi Editing & publication division ITU. Geneva, 15-16 December 2008. Outline. a The new authentication system b DMS: the ITU document management system c Informal FTP area d Mailing lists e Web conferencing tools.

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Electronic Working methods

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  1. Electronic Working methods Sami Trabulsi Editing & publication division ITU Geneva, 15-16 December 2008

  2. Outline • a The new authentication system • b DMS: the ITU document management system • c Informal FTP area • d Mailing lists • e Web conferencing tools

  3. a - New authentication system (1) • A new powerful feature • Allows the extension to Guestsof the services previously reserved to TIES • Self subscription to some services • Active directory feature

  4. a - New authentication system (2) Synoptic Old GDDB GUESTS TIES SDB Serv n Rules + exceptions Serv1 Serv1 Serv1 R1 G-S1-R1 AD Serv1 Serv1 R2 G-S1-R2 Ri G-S1-Ri

  5. a - New authentication system (3) • ITU-T members invited to open a TIES account to benefit from ITU-T services • For more information: http://www.itu.int/ITU-T/edh/edh-faqs.html

  6. c – EWM: Informal FTP areas (1) • Former iFTP • Irregular structure • “Archive” folder collecting frozen information • “Documents” folder where DMS documents are replicated • non-TIES special FTP areas: • password distributed on the net • or Write function restricted to TIES and Read access from http

  7. c – EWM: informal FTP areas (2) • Former iFTP (continue ...) • Access right management: • Management by EWM • Members are added manually one by one to each group and the access rights are set • Limitation of web-upload processes to a single folder for security reasons

  8. c – EWM: informal FTP areas (3) • iFTP path must be stable through SP • iFTP folders should be archived in place • Old FTP roots (ties.itu.int and ftp.itu.int) will continue to be used • New structure will have a new root ifa.itu.int • Access controlled by new AD features

  9. c – EWM: informal FTP areas (4) • New study period FTP area will include the study period number:ifa.itu.int/t/2009/sg16/xchange/gen • Logical access to DMS documents from iFTP structure (no replication) • Special FTP areas: R&W access to TIES and designated users • Public FTP areas: Write access to TSB, Read access to all public

  10. c – EWM: informal FTP areas (5)

  11. c – EWM: informal FTP areas (6) • First level nodes created by EWM • R&W access defined at those first level nodes. Guests authorized • Children nodes access rights then defined by inheritance • Document node access rights independant from DMS rights • Uploading to sub-folders authorized

  12. c – EWM: informal FTP areas (6) • Old iFTP archived in the old structure in a classical way (archives) + message pointing to new IFA structure • archived iFTP documents also migrated to new structure by EWM • Links to the IFA areas updated as necessary

  13. d – EWM: Mailing lists - Previous situation (1) • Previous mailing list system was Majordomo • Groups associated to mailing lists defined inside Majordomo system as groups of individual mail addresses

  14. d – EWM: Mailing lists - Previous situation (2) • Subscription to mailing lists: • Visible reflector lists: • Maintained by EWM group • TIES users may subscribe/unsubscribe using the TIES mailing list interface but had to be approved by EWM • Those who don’t have TIES accounts can send their request to EWM and are subscribed manually using Pandora • Special (hidden) reflector lists: • Subscriptions done manually by EWM group using Pandora on demand and approval of the Counsellor • Unsubscription is done manually by TSB staff

  15. d – EWM: Mailing lists - Previous situation (3) • Reflector list membership accessible to members using their TIES account • Due to the addition of many exceptions, impossible to synchronize mailing lists with GDDB. The absence of information on bounced mails prevented also such clean-up. • The workload of mailing list maintenance was high

  16. d – EWM: Mailing lists - New system (4) • SYMPA system on a UNIX platform • Roles associated to the mailing lists defined in the active directory, not in Sympa system • Moderator • Subscribers

  17. d – EWM: Mailing lists - New system management (5) • Mailing lists created by EWM group • Subscription to notification lists: • Self subscription mechanism accessible to TIES members (public lists) • Subscription to open reflector lists: • Self subscription mechanism for TIES members • Guests added by EWM group on counsellors requirement.

  18. d – EWM: Mailing lists –New system management (6) • Subscription to restricted (hidden) reflector lists: • members will be added by EWM on counsellors demand • Unsubscription to any of the mailing lists • self-service • Archives • Accessible to TIES members and subscribed guests • Different metadata attached, mainly sender, subject and date. Ordering possible by date and sender

  19. d – EWM: Mailing lists –New system management (7) • Access to membership information decided list by list (default: membership of reflector list is visible) • Advantages: • Synchronization with TIES information • Facilitation of mailing list maintenance

  20. d – EWM: Mailing lists –New lists naming (8) • List names are unique • New address: @lists.itu.int • Proposed scheme includes study period, likewise for iFTP areas: t09sgxxwpy, t09sgxxqzz, ... • Allows for Question and WP renumbering, merging, etc • But other schemes possible • Archiving by study period

  21. d – EWM: Mailing lists - Migration to new lists (9) • For the new study period, new mailing lists will be created fresh by EWM group on counsellors request • Previous Majordomo system addresses copied en bloc by script during a limited period of time on new system • Membership will have to self-subscribe to new mail notification lists and reflectors lists

  22. d – EWM: Mailing lists - Migration to new lists (10) • EWM will register members of restricted mailing lists • In the future, a function will allow study group secretariats to subscribe and unsubscribe members on/from mailing lists. • For general public notification list, guest will be invited to create a guest account an to self-subscribe to the available public lists if they wish so.

  23. d – EWM: Web conferencing systems • Free facility available since 2007 • ITU-T members (rapporteurs, editors, ...) wishing to organize a web conference should contact SG secretariat indicating date, time and duration. • Counsellor sends back confirmation, and other information (password, audio bridge, ...) • For more information, see : http://www.itu.int/ITU-T/edh/faqs-onlinemeet.html

  24. Conclusion

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